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California State University, Long Beach
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How to complete a Personnel Transaction Form (PTF)

Personnel Transaction Form

The PTF will be used to process all actions with the exception of leaves relating to disability. IDL and NDI will be coordinated between the appropriate central offices. For all other types of leaves, the employee will continue to submit the Staff Leave Request Form or Memo (RO3 employees) and the PTF will be completed by Personnel.

You may use this PTF to accomplish two goals:

  1. For multiple appointments, process a single action per appointment for the same employee for the same pay period.
  2. To process two actions for one appointment, for the same employee for the same pay period.

Form Field Definitions

  • Date Prepared: Enter the date that the form is being completed.
  • Doc__of__: This is completed if preparing multiple sequenced actions for the same employee.

Personal Data Section

  • Name: Enter name of employee, last name, first name, and MI.
  • Title: Check the appropriate title: Dr., Mr., Mrs., Miss., Ms.
  • Empl ID# (Employee Identification Number): Enter the nine-digit unique number assigned by the PeopleSoft system. If the action is for a new employee, leave this field blank.
  • SSN#: Enter the Social Security Number for new employees.

Degree Information Section

  • Highest Education Level: Must enter the highest education level for all new hires and when the action is to update education/degree information. (Note: For all RO3 employees, verification of the degree is to be coordinated with Academic Personnel.) For higher education levels, please specify type of higher degree (i.e., MBA, MPA). Values include, but not limited to, are:

    Associate Degree = A Professional Certificate = C
    Bachelor’s Degree = B Professional Degree = P
    Completed Elementary = E Some College = Q
    Completed Junior High = J Some Elementary School = S
    Doctorate = D Some High School = I
    High School Diploma (GED) = H Some Junior High = K
    Master’s Degree = M Trade/Craft Certificate = T

  • Terminal Degree: Check box if the degree is a terminal degree. (A terminal degree is the highest degree available in the discipline for which the degree is granted.) This applies to RO3 employees only.
  • Date Degree Acquired: Must enter date degree was conferred (for new hire only).
  • Institution: Must enter the name of the Institution and State where degree was granted (for new hires only).
  • FICE Code: If known, enter the FICE code for the institution.

Job Action Section

  • Department Name: Enter full department name.
  • Dept ID: Enter the 5-digit department ID number.
  • Describe Action in detail for this PTF: Must enter detailed description of the purpose for the PTF action.
  • 1 Old: Enter all information (except Eff Date) of the previous assignment.
  • 1 New: Enter only new information of the new assignment. Enter only information that has changed from previous assignment. If the information is the same as 1 Old, leave blank and do not repeat. Unchanged information from previous assignment will automatically carry forward. (Note: When changing Position #, verify that Job Code and Unit number match the new Position #. )
  • 2 Old: Enter all information (except Eff Date) of the previous assignment for the second transaction if any.
  • 2 New: Enter only new information of the new assignment for the second transaction if any. Enter only information that has changed from previous assignment. If the information is the same as 2 Old, leave blank and do not repeat. Unchanged information from previous assignment will automatically carry forward. (Note: When changing Position #, verify that Job Code and Unit number match the new Position #.)
  • Eff Date: Enter the effective date of this action. This date must be the beginning of the business day (BOB). [Note: Eff Date for separation is the next business day after the Last Day Physically Worked. If an employee uses vacation or any accrued leave credits after employee’s Last Day Physically Worked, the Eff Date would be the next business day after the employee’s last credit marked on the attendance report (must attach a copy of attendance report to PTF)].
  • Empl Rec: (Employee Record Number) The original hire action is employee’s record number zero (0). For multiple position, the employee’s record number increments by one (1).
  • Seq #: Enter the sequence number whenever more than one action needs to take place on the same date or two actions on the same PTF for a given pay period.
  • Position #: Enter the 8-digit position number of the employment action.
  • Job Code: Enter the 4-digit job code (same as classification code) of the employee.
  • Classification Title: Enter the Classification Title (not working title) for the job per the Salary Schedule.
  • Time Base/FTE: Enter the time base/FTE expressed to two decimal places, for the action. For intermittent employees, enter ”INT”.
  • Base Rate: Enter the Base Rate (refer to the CSU Salary Schedule). For salaried employees this is the full time monthly salary for the employee. For intermittent hourly employees, enter the full time monthly salary.
  • Appointment End Date: Enter the appointment end date for all temporary assignments. Enter “Indef” for all permanent assignments.
  • Unit: Enter the 3-digit reporting unit number. This number designates the paycheck distribution and attendance recording.
  • Grade/Step: Enter the employee’s Grade (CSU Range) or Step if applicable.
  • Months not Worked for 10/12 or 11/12 Appointments: Enter the month(s) the employee will not work for 10/12 and 11/12 employees.
  • Resignation Reason: If the Action is to terminate an employee due to resignation, must enter the appropriate resignation reason. Must attach a resignation letter to PTF.
  • Last Day Physically Worked: For Termination actions, must enter the last date of employee physically worked.
  • Last Hour Physically Worked: For Termination actions, enter the last hour the employee physically worked.
  • Expected Return Date: To be completed by Personnel Office. This section is used only for Leave actions and an employee must submit Staff Leave of Absence Request form to department.

License/Certificate Information Section

Complete this section if a specific license or certificate is required for the employee to occupy his/her current position. This applies to new hires, current employees who move into a position that requires a license/certificate, and updating license/certificate information. Must attach a copy of license or certificate to PTF.

  • Lic/Certif Type: Enter the type of license or certificate.
  • Number: Enter the number of the license or certificate.
  • Exp Date: Enter the expiration date of the license or certificate.

Additional Data Section

Personnel Office Use Only.

Signature Approvals Section

All of the following approvals (signatures) are required before the PTF is submitted to the Personnel Office:

  • Department/Office Certification and Date
  • ASM Signature and Date
  • Dean/Director/Division Executive Approval and Date