Information submitted on the personnel form is used to establish the master payroll record and is critical to the proper processing of payroll payments. Hiring departments must submit the form by the published deadline (found at http://www.busfin.uga.edu/payroll/calendar.html) for the month the employee is to be paid to ensure timely and accurate payment to employees. Personnel reports should be submitted online via “Web DFS” found below in “Appendices.”
If an individual is employed in one position but is paid by two different departments, only one personnel report should be submitted. The home base department to which the employee is primarily responsible should initiate the personnel report and then forward it to the other departments paying the individual. Such a joint staffed position is shown as a single position in the University budget with EFT and amount allocated to two or more departments or accounts.
An employee holding two different jobs at the University is not considered joint-staffed; therefore, a separate personnel report is necessary for each job held.
Phone Number: 706-542-3431
Responsible University Administrator: Vice President for Finance & Administration
Policy Owner: Payroll
Policy Contact: Julie Camp
Phone Number: 706-542-3431
Explanation: This series documents the classified employee's work history at the institution and includes routine evaluative materials and non-evaluative information such as job title, full-time equivalency (FTE) or appointment percentage, dates of employment, salary, employing department, education and employment background. Some documents in this series contain confidential information such as social security number, birth date, and marital status. Records may include but are not limited to: employment applications which may include skill code sheets; resumes; selected memos such as agreement or request for position change, merit increase requests and notices, request for re-employment (letter of hire), resignation letters from employees, and termination letters from employer; commendations; recommendations; reprimands; work plans; forms documenting personnel actions; personnel performance evaluations; pay/budget action forms; leave records; time and attendance records;designation of beneficiary forms; union dues information; resumes; layoff notices; awards; licenses and certificates; college credit information; employee Social Security number disclosure forms; home address/telephone disclosure authorizations, related correspondence, Certifications, Licenses and References. Records may be exempt from public disclosure. (Board of Regents: (Employee Personnel Records 0472-04-016)
Record Copy: Payroll will retain a copy of the Personnel Report.
Retention: 7 years following separation of employee
If your name changes due to a change in marital status, your department payroll representative will need to submit a new personnel report to change your name on the payroll records.
If your home address changes, go to the “UGA Self-Service Website” (found above in “Appendices”). Select “My Address – Home” and follow the directions to update your address. If you are no longer employed by UGA and want to update your home address so your W2 will be sent to the correct address, send an email with your name, last four digits of your social security number and your new address to the Payroll Department.
You do not need to submit a new W-4 or direct deposit form as a result of changing the department you work for at UGA.