Personnel Data Form (PDF)

The employee completes these sections of the PDF: Personal Data, Permanent Home Address, Emergency Contact, Additional Personal Data, Education, Qualifications and Employee signature.

The Department completes these sections of the PDF: Department Contact Information, Work Address, Date Specifications, and, if using the New Hire/Rehire ePAF for entry into SAP, the Internal Use Only for New Hire/Rehire EPAF section. 

PERSONAL DATA (IT0002)

First name, last name, and middle initial are required and is the employee’s legal name exactly as it is listed on the social security card. If the employee's name on the social security card is not correct, the employee must apply for an updated card, and until the new card is issued, the name used in SAP will be the name as it appears on the existing card.

Former Last Name is optional and is typically used to show a different surname used before marriage. If there have been no changes, this field should be left blank.

Alt Last Name, also known as Chosen Last Name, is optional and may be used if the employee is or wants to be known by, or identifies with, a last name that is different from their legal last name. (See NU Executive Memorandum No. 40, Policy on Chosen Name and Gender Identity for more information, including Use and Display of Chosen Names).

Alt First Name, also known as Chosen First Name, is optional and may be used if the employee is or wants to be known by, or identifies with, a first name that is different from their legal first name. (See NU Executive Memorandum No. 40, Policy on Chosen Name and Gender Identity for more information, including Use and Display of Chosen Names.)

Birth date is required and may be verified by referring to the employee’s I-9 documents. No one under the age of 16 may be employed without prior approval from Human Resources.

Sex is required and used for reporting purposes only. Only one selection may be chosen. Sex, for the purposes of this document, means both a person’s sex assigned at birth or a person’s legally recognized sex, which may be found on a individuals’ passport, driver’s license, or birth certificate.

PERMANENT HOME ADDRESS (IT0006)

Permanent home address is required and is the address used for official university mailings (e.g.: benefits information, W-2 forms). Standard abbreviations without punctuation or dashes should be used. Permanent address updates for current and separated employees are maintained in SAP at the department/unit level.

Current home address is optional and should be completed if an employee’s current home address is different from their permanent home address. Standard abbreviations without punctuation or dashes should be used. Current home address updates for current and separated employees are maintained in SAP at the department/unit level.

EMERGENCY CONTACT (IT0006)

Emergency contact is required and is the name and telephone number of someone to call in an emergency. Listing an email address is optional. No punctuation or dashes may be used. Updates to an employee's emergency contact(s) are maintained in SAP at the department/unit level.

WORK ADDRESS (IT0006)

Work address is required (except for a fax number, which is optional) and should reflect where the employee performs work. It is used for campus mailings, directory information, and by the UNL Police Department. Standardized building abbreviations without punctuation or dashes, as specified by UNL Mail Services, should be used, including the assigned 9-digit zip code. Work address updates are maintained in SAP at the department/unit level.

If an employee primarily works remotely, the on-campus address where they would otherwise be located if not working remotely, should be used; their home address should never be used.

ADDITIONAL PERSONAL DATA (IT0077)

This section is required and used for reporting purposes only. Only one selection may be chosen for each of the following, Ethnicity, Race, and Veteran’s Status.

EDUCATION (IT0022)

This section should be completed, if applicable, for all employees except student workers.

QUALIFICATIONS (IT0024)

This section is optional.

DATE SPECIFICATIONS

I-9 Date: Date the employer signed the I-9 (not the date the employee signed the I-9). Required field.

University Service Date: Date of a regular appointment used to calculate service to the University of Nebraska. Because it is adjusted to reflect breaks in employment, it is not necessarily the same as the hire date. Only enter for regular/permanent employees.

Probation End Date: The date the original six-month probationary period will end. Only enter for M/P and O/S employees. See UNL's Probationary Period policy for more information.

Keep Service Active Until: A KSA date can be entered on a New Hire/Rehire PAF so that it is in place when the employee's appointment ends, thereby preventing any break in service. See the KSA chapter of the PAF manual for more information.

The following fields should be completed, as applicable, for tenured/tenure track and promotable specialized track (formerly non-tenure track) faculty, or academic administrators with faculty status (tenure-track or specialized track). For more thorough descriptions of the fields below, please reference the Guidelines for Faculty Rank Date Types document.

Tenure Notification Date (TND): The date a faculty member must be notified they are receiving or being denied tenure, as indicated in the offer letter. Only enter for tenure-track faculty with pre-tenure status. Academic Administrators (M1) with pre-tenure faculty status also require a Tenure Notification Date (TN).

Tenure Date (TD): The date tenured status is effective, as indicated in the offer letter or tenure letter. Only enter for faculty who have achieved tenure. Academic Administrators (M1) with tenure also require a Tenure Date (TD).

Faculty Rank Date (RK): The first contracted date as faculty in a promotable faculty track (i.e., tenure line, faculty of practice, research faculty, extension educators, extension professors) associated with the current position and track. Applies to all faculty, including tenured/tenure-track and promotable specialized track (formerly non-tenure track), and any academic administrators who are hired with rank in an unpaid faculty appointment. Exception: The date for pre-tenure faculty members with non-standard start dates (academic year or fiscal year contract) will be the same as the “tenure clock” start date as indicated in the offer letter, which may differ from the first contracted date.

Faculty Rank Date – Asst (R1): The first contracted date at rank of Assistant; frequently this will match the RK date. Applies to all faculty, including tenured/tenure-track and promotable specialized track (formerly non-tenure track), and any academic administrators who are hired with rank in an unpaid faculty appointment. If the faculty member was hired at the rank of Associate/Full, this date will be blank (i.e., there will be no R1 date for this individual).

Faculty Rank Date – Assoc (R2): The first contracted date at the rank of Associate, or the effective date of promotion to the rank of Associate. Applies to all faculty, including tenured/tenure-track and promotable specialized track (formerly non-tenure track), and any academic administrators who are hired with rank in an unpaid faculty appointment. If the faculty member was hired at the Associate rank, this date will match the RK date. If the faculty member was hired at the rank of Full, this date will be blank (i.e., there will be no R2 date for this individual).

Faculty Rank Date – Full (R3): The first contracted date at the rank of Associate, or the effective date of promotion to the rank of Associate. Applies to all faculty, including tenured/tenure-track and promotable specialized track (formerly non-tenure track), and any academic administrators who are hired with rank in an unpaid faculty appointment. If the faculty member was hired at the Full rank, this date will match the RK date, and R1 and R2 dates will be blank (i.e., there will be no R1 or R2 dates for this individual).

EMPLOYEE SIGNATURE

The employee’s signature is required and acknowledges the information on the PDF is accurate.

INTERNAL USE ONLY FOR NEW HIRE/REHIRE EPAF

This section should only be completed if an ePAF is being used to enter the new hire or rehire action into SAP. If a New Hire/Rehire PAF is being used, you do not need to complete this section as the information will be included on the PAF.

If an ePAF is being used, the following fields are required: Position Number, Start Date, Budgeted Salary $, FTE %, Cost Object, Pay Rate, Contract Length, Leave Plan, Benefit %. The remaining fields should only be completed if applicable: End Date, Default Cost Object for Travel, Relocation Allowance $, Relocation Allowance Cost Object.

ADDITIONAL POSITION INFORMATION

When an employee has multiple positions with the same start date and an ePAF is being used to enter the new hire or rehire action into SAP, the Position Number, Cost Object, Pay Rate, and FTE % for each additional position should be listed in this section.

UNPAID APPOINTMENT

When an employee has an unpaid appointment with the same start date as their paid appointment and an ePAF is being used to enter the new hire or rehire action into SAP, the Start Date, End Date, Title Modifier, Title, and Organizational Description for the unpaid appointment should be listed in this section.

COMMENTS

Any comments that you feel would be helpful for Payroll Services to know should be included in the comment section. E.g., funding is split, employee is transferring from the State, a newly created position is being used.

A PDF should be completed when an employee’s legal name has changed. The Name Change box in the Personal Data (IT0002) section of the PDF should be checked and completion of that section, along with the employee’s signature, is required. Completion of any other sections on the form are optional for name changes and should only be completed if any other information has changed.

To process the name change, the PDF along with a copy of the social security card should be submitted to Payroll. The employee’s legal name on the PDF should match exactly as it is listed on the social security card.