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California State University, Long BeachCalifornia State University, Long Beach

PTF / Process Checklist

Accurate and timely PTF processing is critical to the tracking of an employee’s career at CSULB. Please plan appropriately and submit all PTFs at least one week prior to the effective date (and at least one week prior to the monthly payroll cut-off date) to allow sufficient processing time. In some cases, educational verification and criminal background checks are required. Staff HR is reliant on outside agencies to complete these processes which, in most cases, take 3 to 5 days. All separation (e.g., resignation, retirement, and end of temporary appointment) PTFs should be processed as soon as the department is notified of the separation.

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Casual Workers (job code 1800)

– Casual Workers are appointed on an hourly/intermittent basis for up to one year. The job description for a Casual Worker must not fit into any classification. Example: Test Proctors are Casual Workers. (Exception: Some rehired annuitants are hired as casual workers. See section on Rehired Annuitants.) The following items must be completed, approved, and received in Staff HR prior to the incumbent’s start date.
  • PTF – must indicate hourly rate of pay (all other PTFs should indicate the full-time monthly base rate)
  • Short job description – must be approved prior to submission of hiring paperwork.
  • Employment Application – fully completed, signed
  • Supplemental Employment Application Questionnaire – fully completed, signed
  • Exception Form – fully completed, signed
  • Verification of Reference Check
  • Background Check
  • Staff HR will issue a letter to the employee.

Special Consultants (job code 4660)

– Appointments are on a daily rate basis up to one year.
  • PTF – indicate daily rate of pay
  • Short job description – must be approved prior to submission of hiring paperwork.
  • Employment Application –a fully completed, signed application with experience showing that the person is qualified for the job (A resume/CV is also acceptable)
  • Supplemental Employment Application Questionnaire – fully completed, signed
  • Exception Form – fully completed, signed
  • Verification of Reference Check
  • Background Check

Emergency Appointments

- Short-term appointments can be full-time, part-time, or hourly/intermittent. The following items must be completed, approved, and received in Staff HR prior to the incumbent’s start date.
  • PTF
  • Approved Position Description
  • Employment Application - fully completed, signed
  • Supplemental Employment Application Questionnaire – fully completed, signed
  • Exception Form – fully completed, signed
  • Verification of Reference Check
  • Background Check
  • Units 1 and 6: maximum length of appointment is 90 days
  • Units 2, 5, 7, and 9: maximum length of appointment is 180 days (On the 91st day of appointment, the employee will be included in the CSUEU bargaining unit).
  • Unit 4: maximum length of appointment is 60 days
  • If a recruitment is in process, Staff HR may extend the emergency appointment for one additional month beyond the limits listed above.
  • Staff HR will issue a letter to the employee.

Rehired Annuitants

Effective January 1, 2013, retired employees must wait 180 days before returning to work as a rehired annuitant. Appointments are on an hourly/intermittent basis up to one year. Annuitants can work a maximum of 960 hours each fiscal year. Work hours must be tracked by the department. If the job description fits into one of the CSUEU classifications (R02, R05, R07, or R09), the rehired annuitant is appointed into that classification. If the job description fits into an MPP or bargaining unit R01, R04, R06, or R08 classification, the rehired annuitant is appointed as a Casual Worker (job code 1800). The following items must be completed, approved, and received in Staff HR prior to the incumbent’s start date.
  • PTF - indicate hourly rate of pay if appointed as casual worker, and monthly rate of pay for all other classifications
  • Short job description
  • Employment Application –Rehired Annuitants must complete an application when they are rehired for the first time after retiring. If they accept future assignments, an application will not be required.
  • Supplemental Employment Application Questionnaire – fully completed, signed
  • Exception Form – fully completed, signed
  • Verification of Reference Check
  • Background Check

Intermittent Pools

- Intermittent pools may be used when departments have an ongoing need to fill a position with on- call/hourly/intermittent employees. Appointments may be made on a long term, temporary basis. The pools are advertised on the web with other open recruitments, but the hiring process is quicker than the normal recruitment process. For more information or to open a pool, contact Staff HR. To hire an applicant from a pool, the following items must be completed, approved, and received in Staff HR prior to the incumbent’s start date.
  • PTF
  • Approved Position Description
  • Employment Application - fully completed, signed
  • Supplemental Employment Application Questionnaire – fully completed, signed
  • Exception Form – fully completed, signed
  • Verification of Reference Check
  • Background Check
  • Staff HR will issue a letter to the employee

Temporary Appointment Renewals

  • PTF – include the new appointment end date
  • Exception form – fully completed, signed
  • Staff HR will issue a letter to the employee.

License Renewals

  • PTF - include the effective date
  • Copy of license or certificate

Permanent Status (per MOU)

– Contact Staff HR to verify an employee’s eligibility to move from temporary to permanent status.
  • PTF - include the effective date
  • Units 2,5,7, and 9: Four years of temporary service required
  • Unit 4: Four years of temporary service required
  • Unit 6: Three years of temporary service required
  • Staff HR will issue a letter to the employee.

Time Base Changes

– Time base changes may be permanent or temporary. Employees may request a decrease in their time base for personal or educational reasons. This is considered a partial leave of absence and is subject to approval.
  • PTF – include the new time base and the reason for the change
  • If the change is temporary, indicate the beginning and end date for the new time base. At the end of this period, the employee’s time base will not automatically revert to the prior time base. An additional PTF must be submitted to return the employee to his/her prior time base.
  • Staff HR will issue a letter to the employee.

Pay Plan Changes

– Pay plan changes to a 10/12, 11/12, or 12 month pay plan.
  • PTF – include the reason for the change
  • Staff HR will issue a letter to the employee.

Separations

*
  • PTF
  • Copy of resignation letter or email
  • Employee's time sheet

* Note: A PTF is not required if an employee is transferring to a new department within the University (state side). A PTF is required even if the employee’s last day physically worked is the same as the temporary appointment’s end date. The ASM is provided an Appointment End Date spreadsheet on a monthly basis to assist with coordinating the necessary PTFs required.

Volunteers

The appointing of volunteers is not handled by Staff HR. Contact your ASM for the procedure. The volunteer forms can be found on our website. Completed volunteer forms should be maintained in the hiring department in which the volunteer is working.

Reassignments

– Before any action is taken, the Position Description and Training Plan (if applicable) must be submitted to Staff Human Resources for review. Submit the following only after the reassignment has been approved by Staff Human Resources.
  • Approved Position Description
  • PAF and PTF completed by Staff HR
  • Letters to employees generated and signed by Staff HR

Training Reassignments

– Before any action is taken, the Position Description and Training Plan (if applicable) must be submitted to Staff HR for review. Submit the following only after the reassignment has been approved by Staff HR.
  • Approved Position Description
  • Approved and signed Training Plan
  • PAF and PTF completed by Staff HR
  • Letters to employees are generated and signed by Staff HR

Reclassifications and In-Class Progressions

– An employee classification review may be requested every 12 months.
  • Signed and updated Position Description
  • Letter or email requesting the review
  • Staff HR will complete all paperwork (PAF, PTF, letter to employee).
  • CSUEU employees’ requests for classification review must be submitted to Staff HR within 30 calendar days of receipt by the manager, or the employee may submit the request directly to Staff HR.

Additional Duties Stipends (Units 1, 2, 5, 7, and 9)

– Requests must be submitted and approved by Staff HR prior to the start date of the additional duties. Retroactive stipends will not be granted.
  • Description of additional duties sent to Staff HR for approval
  • Staff HR will process paperwork (Additional Pay Voucher and letter to employee)

In-Range Progression (IRP)

– An In-Range Progression can be requested every 12 months. An IRP may be requested for: new skills acquisition, equity, retention, exemplary performance, or additional responsibilities (Please refer to the IRP Administrative Guideline for further details.)
  • Obtain the form on our website and submit to Staff Human Resources.
  • Contact Staff HR to set up and to initiate a Training Plan for the “New Skills Acquisition” option. An approved training plan must be on file with Staff HR and must be completed prior to receiving an IRP for “New Skills Acquisition” option.
  • An updated position description is required for the “Additional Responsibilities” option and assignments must be permanent and assigned by an Appropriate Administrator.
  • Staff HR will provide a recommendation to the appropriate Vice President for approval and will process all required paperwork (letter to employee, PTF etc.).
  • UAPD (Unit 1), CSUEU (Units 2, 5, 7, and 9), APC (Unit 4) and SETC (Unit 6) employees: Requests may be submitted by the Appropriate Administrator or the employee.
  • IRPs for all other units are at management request only.

Revised July 01, 2016