New Appointment Form Procedure (Chapter 1B) Appointment Form Instructions Following are line by line instructions for completing a School of Medicine visitor appointment form This form is used to add new hires to the HR/Payroll system A fill-in version of the form is available through University Business Forms at my.pitt.edu (Log into my.pitt.edu, select my resources, select University Business Forms, select forms library The appointment form appears on the list.) Line 01 • • • • • Complete the name field in the format of Last, First, Middle Initial, and Suffix (if applicable) The name must be entered identically to the name shown on the employee’s Social Security Card (domestic visitor) or passport (international visitor) Enter the employee’s gender • Enter the Social Security Number (if domestic visitor) The number must match the number shown on the employee’s Social Security Card Leave blank if the individual is an international visitor Enter the original University of Pittsburgh start date in the Date First Hired Box Enter the start date of the current period of assignment in the Latest Start Date box Enter the date of birth Line 02 • • • • • • • Marital Status – (Complete only if known) M- Married S – Single Ethnic Origin – (Required by School of Medicine) Use the drop down arrow on the online form for a list of values Nationality/ Citizenship – (Required by School of Medicine) Use the drop down arrow on the online form for a list of values I-9 Status- (Required by School of Medicine) For new unpaid visitors I-9 status should be No (N) I-9 Expiration Date – (Required by School of Medicine) only applies to Non-Immigrants and Lawful Permanent Residents Visa Type – Leave blank Visa Number – Leave blank Line 03 • Education – (Required by School of Medicine) Use the drop down arrow on the online form for a list of values • Institution – (Required by School of Medicine) Enter name of Institution • CIP/Expertise – Leave Blank • Veteran Status - (Required by School of Medicine)Use the drop down arrow on the online form for a list of values • Union Information/ Bargaining Unit- Leave Blank • Date Entered Union – Leave Blank Line 04 • Address: Street address and Apartment number (if applicable), complete appropriate US city, US state and US Postal Zip code The address must match the address provided by the employee on the Residency Certification Form Line 05 • Home telephone • Directory Print – Indicates if person’s home telephone is to be printed in the Faculty/Staf Directory University telephone –work location • Line 06 • • Job (Type Family Classification) - Enter Non-Employee.Visitor.Visitor for non-student visitors and Non-Employee.Visitor.Graduate Student for graduate students Position (Department Code) - Enter the person’s five digit department number, if applicable Line 07 • • • • • • Organization – Available at www.cfo.pitt.edu/prism Select HR Glossary of Definitions under the reference section Location – Available at www.cfo.pitt.edu/prism Select HR Glossary of Definitions under the reference section Pay year type – Select 12/12 from drop down arrow Campus – Use the drop down arrow on the online form for a list of values UPP- Leave Blank UDHS – Leave Blank Line 08 • • • • • Assignment Efective Date – Enter the start date of the current period of assignment Assignment Category – Enter “Volunteer” Payroll – (Required by School of Medicine) Select “M-Pitt Monthly” from drop down arrow Percent of Efort – (Required by School of Medicine) Enter 100% of full time, or percent of efort (i.e 53%) for less than full time CDC code – (Required by School of Medicine) This code indicates the department responsible for reviewing the Payroll Register for this employee, and distributing paper pay checks if applicable If unknown, contact Payroll Line 09 • • Assignment Status – Enter “Volunteer (unpaid)” Leave Type – Leave Blank Line 10 • Leave Blank Line 11 • • • Salary Effective Date – (Required by School of Medicine) Enter start date of current assignment (should be same as Line and Line 8) Salary/Hourly Rate – (Required by School of Medicine) Enter “0” Annual Salary - (Required by School of Medicine) Enter “0” • Reason – Enter (Required by School of Medicine) “New Hire” • Earning Element Name- Leave Blank Line 12 – 15 • Leave Blank Line 16 • Faculty Contract Begin Date - Enter start date of current assignment • Faculty Contract End Date – Enter end date of current assignment • Faculty Contract Salary – (Required by School of Medicine) Enter “0” • Tenure Status – (Required by School of Medicine) Enter “NTS”