Faculty

For the appointment process visit the DoM Faculty Affairs web page. If the appointment has been approved and you need a position number please contact Nancy Winningham.

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Effective November 1, 2007, all faculty vacancy announcements are to be posted directly to the NorCalHERC webpage; it is no longer necessary to also post faculty positions on Trovix. Human Resources Information Systems will post to NorCalHERC all vacancy announcement entered in Trovix through October 31, 2007. Departments are asked to follow the published instructions to post, edit, and close a faculty vacancy advertisement thereafter. Training is available; contact Rosemary Bracy.

http://med.stanford.edu/academicaffairs/communique.html

Send an email to Rebecca Robinson, along with the job posting and position number, to post the job advertisement on the SoM Academic Affairs web site.

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• Hire - new to Stanford
• Rehire - terminated employees, employees transferring from a contingent to regular position
• Additional Job - employee already has a job record 0 or 70
• Transfer from Existing Job - employee works in a different dept. and is now transferring to DOM

• VA faculty percentage (ie. 8/8ths VA)
• Difference in APPSAL and PAYSAL
• Administrative Supplement is being paid out on Supp Pay panel
• Any other relevant information regarding the appointment

• Original I-9 within 3 days of hire
• Original Visa Documentation
• Original or Online W-4
• Direct Deposit Form

• W-4 and DE4 Witholding
• Direct Deposit
• Opt to receive a paper Paystub
• SU Patent Agreement (SU-18)

7. Create Labor Schedule in Oracle.

8. Enroll Faculty member into a New Faculty Orientation Session.

Personal Physician Pre-Designation Form

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• Name
• Address
• Phone Number
• Mail Code
• Email Address
• Business Title

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Complete this process if employee is not changing position, but is changing FTE or salary. All changes in FTE and/or pay must be approved by the Dean's Office before proceeding with the following steps.

1. Email the approval to change FTE and/or pay (this usually comes from Dean's Office or Nancy Winningham) to DOM HR.

2. Create an Employment Update Web Form, using the appropriate action/reason codes. If you need assistance determining the correct action/reason code, email DOM HR. Make sure to update both APPSAL and PAYSAL, if applicable.

3. Confirmation of the FTE/Pay change will be emailed to the Web Form Originator once it has been loaded into PeopleSoft.

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For Faculty supplemental pays (ie. bonuses, recurring supp pays, etc.) both a paper form and the Supplemental Pay Web Form should be submitted to DOM.

1. Submit paper OTP or Additional Recurring Pay form to DOM Finance dept for processing and approval.

2. DOM Finance Dept. forwards paper form to Malynda to create Supplemental Pay Web Form.

3. Malynda will submit a copy of the paper form to Nancy Winningham in Faculty Compensation for approval.

Note:

• Web forms will NOT be approved until the paper form has been submitted to Nancy Winningham.
• Earn Start Date and Earn End Date should be the dates you want the Supp Pay to be paid out (retro dates should NEVER be used)
• Be careful that your Earn Dates do not cross over more than one pay period (unless you are setting up a recurring pay over a certain time period)

4. Once approved, Malynda will load the web form into PeopleSoft.

5. If you would like to disperse the supplemental pay before the next pay period, create an Off-Cycle Check Request Web Form. A $35 processing fee will be incurred.

6. To change the end date, amount of pay, or paying PTA of a Supplemental Pay that is being paid over multiple pay periods, submit an Additional Recurring Pay Form with the appropriate changes to Liz for signature, then to Payroll, MC: 6112.

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Faculty Leaves of Absence (personal and sabbatical) are initiated with DOM Faculty and approval is needed by the Department Chair. Please visit the DOM Faculty Leaves web site for further instruction.

1. Once the leave has been approved by DOM Faculty Affairs and the Chair, email the approval notice to DOM HR.

2. Send a letter to the employee to document the leave and send a copy of the leave documentation to DOM Faculty Affairs.

3. Create a Leave of Absence Web Form. If Faculty has a second job record, create another Web Form for that record also. All job records must have identical leave status.

4. If this leave is going to be extended, please contact DOM Faculty Affairs for approval. Once approved, email the approval notice to DOM HR with a request to update expected date of return in PeopleSoft.

5. If the employee is returning from leave, create a Leave of Absence Web Form.

6. Send the employee a letter regarding their expected return from leave and send a copy to DOM Faculty Affairs.

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To initiate the Termination/Retirement procedure for Faculty, please contact DOMRG Faculty Affairs. Stanford Termination Policies and Procedures for Faculty Employees:

• Faculty Handbook Ch. 5 - Retirement Eligibility
• Faculty Handbook Ch. 2 - Prior Notice of Non-Renewal
• Faculty Handbook Ch. 2 - Dismissal
• HR Admin Web Site - General Termination Policies (Faculty)
• DOMRG Faculty Affairs - Emeritus Status, Retirement and Recall Guidelines

• Effective Date of Hire (into new job)
• New Dept Org Code
• New Position Number
• Paid Annually or Hourly?

If the employee is leaving Stanford:

1. Submit a Termination Web Form.

2. The employee should contact Benefits for termination benefits eligibility, including Retirement Eligibility.

3. Contact Benefits for termination benefits eligibility, including Retirement Eligibility.

4. Contact the Faculty/Staff Housing Office about any housing allowances.

5. Send a copy of the termination letter to DoM Faculty Affairs.

6. Pick up and deliver the final paycheck to the employee, if applicable.

7. Complete the Termination Checklist.

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