I-9

Required by the Federal Government. Verifies that an employee is eligible to work in the U.S. Specific documents must be presented.

New employees and former employees with a break in service. Must be done in person.

Academic Personnel staff.

Within 3 days of the beginning of employment.

Change of Address/Status

Used to update address, phone, name, or marital status.

Person making change.

None

None

Change in Pay Schedule

Authorizes a change from 12 month pay schedule to a 9 month pay schedule.

Person requesting change in pay schedule.

None

August 10. No changes can be made after the first payroll for that academic year has been processed.

Deferred Pay Authorization

Allows full-time faculty or staff to request their 9 month salary be paid in 12 equal payments from September to August.

Person requesting deferred pay.

None

August 10. No changes can be made after the first payroll for that academic year has been processed.

Directory Information Verification

Used to notify Academic Personnel about updates to address (work or home), displaying personal information in Electronic Directory or Emergency contact information

Person making changes

None

Employment Recommendation

Recommends appointment of  a person to a position.

Department Chair

Director/Supervisor

Dean

Regional Campus Dean

Department Chair

Regional Campus Dean

Dean

Provost

Four weeks prior to effective date of the proposed appointment

Cost Sharing and Release Form

Used for all grant release and cost sharing.

Director or Principal Investigator of grant.

Department Chair, Regional Campus Dean, Dean, Provost, Grants and Contracts.

15 days before the first payroll to which the cost share or release is effective.

Grant Appointment Form

To make an appointment or submit a summer payment funded by an external grant or contract.

Director or Principal Investigator of grant.

Department Chair, Regional Campus Dean, Provost, Grants and Contract.

15 days before the first payroll for which the grant is effective.

Graduate Assistant Nomination Form

Appoints Graduate Assistants (GA's), Teaching Associates (TA's), or Dissertation Scholars.

Department

Department Chair, Dean, and Graduate School Dean.

As assistantship is awarded.

Graduate Assistant Acceptance Form

Accepts Graduate Assistant (GA), Teaching Associate (TA), or Dissertation Scholar position.

Appointee

None

As soon as possible after notification of appointment. An I-9 will still have to be completed.

Leave Application

Request an Assigned Research Appointment (ARA), Faculty Improvement Leave (FIL), or Personal Leave. For details see MUPIM section 6.7, or 6.8

Person requesting leave.

Department Chair, Regional Campus Dean (if applicable), Dean, Provost.

Submitted through Dean or Regional Campus Dean, if applicable, to the Provost's Office by December 1 of the year preceding the requested year of leave.

Medical Leave

Request for medical leave.

Person requesting leave.

Person requesting leave and physician.

Submitted by physician after length of treatment is determined.

Miami P.R.I.D.E.

Distinguished Excellence Award

Supervisor

Supervisor/Chair

Dean/Dept.

Head/Director

President/Vice President

Anytime

For guidelines click here

Miami Work Address Form

Notifies Academic Personnel when an office assignment has been made or an employee has changed office location.

Department staff or person making change.

None

None

Part-Time Instructional Staff Appointment Form

Appoints instructors for credit hour or overload

Department Chair

Employee

Department Chair

Regional Campus Dean

Dean

Provost

Four weeks prior to start of classes

Payroll Document

Used to initiate payments (non-grant funded) for one-time special assignments, credit workshops, unclassified hourly, or other miscellaneous salary for employees on payroll

Department Chair
Director/Supervisor
Dean
Regional Campus Dean

Department Chair

Regional Campus Dean

Dean (Continuing Education, if applicable) of originating department and of employee's home department (if different)

Provost

15 days before this payment is due

Personnel Data Sheet

Provides information used for personnel records and statistical reporting.

New employee

None

Submit with acceptance of employment.

Faculty Position Announcement Authorization Form

Initial step in receiving approval to fill a position vacancy and conduct a search; initiates the internal advertising for a position.

Department

Department Chair, Dean or Regional Campus Dean, Provost.

Before advertising and applications can be solicited.

Unclassified Position Announcement Authorization Form

Initial step in receiving approval to fill a position vacancy and conduct a search; initiates the internal advertising for an Unclassified position.

Department

Chair/Unit Supervisor, Dean or Regional Campus Dean, Vice President.

Before advertising and applications can be solicited.

Request for Approval to Perform Outside Service/Consulting

Request approval to accept a consulting or service activity outside the University. For details see MUPIM section 3.10

Person doing outside consulting.

Department Chair, Regional Campus Dean (if applicable), Dean, Provost.

Prior to outside service or consulting effective date.

Summer Session & Credit Workshop Appointment Form

Used for summer appointments, administrative duties and workshops

Department Chair
Director
Dean
Regional Campus Dean

Employee

Department Chair

Regional Campus Dean

Dean

Provost

Four weeks prior to the summer term in which working

Unclassified Performance Review Form A

Used to evaluate unclassified staff (first of two forms)

Supervisor

Evaluee, supervisor and reviewer

Yearly

Unclassified Performance Review Form B

Used to evaluate unclassified staff (second of two forms)

Supervisor

Evaluee, supervisor and reviewer

Yearly