1A: Procedures for MAF: New Hires

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I.A. Procedures for MAF: NEW HIRES

Please note, a completed Form I-9 must be submitted with the MAF for all New Hires. If the academic employee is not a U.S. citizen, complete and submit the Alien Tax Information Request Form (Form UPP 192) with the MAF and I-9.

Top Section

Payroll

*MAF Field Name*	*Instruction*
STATUS	Circle the appropriate category.
ACTION	Circle NEW HIRE.
NAME	Enter the academic employee’s full last and first name; the middle initial is optional.
SSN	Enter the academic employee’s social security number.
ACTION CODE	Enter ‘01’ (a list of Action Codes appears on the MAF).
EFFECTIVE DATE	Enter the Hire Date.

Personal Data Section All fields in this section must be completed for New Hires.

*MAF Field Name*	*Instruction*
MAILING ADDRESS	Enter a complete U.S. or foreign address. Note that this is the mailing address for University correspondence, such as the W-2 form.
HOME PHONE	Enter a home phone number, if available.
WORK PHONE	Enter a phone number at which the employee may be reached.
UNIV ADDRESS	Enter either the building name, room number, and box or a mailcode.
EMERGENCY CONTACT	Enter the name, relationship, and phone number of a person who may be contacted in the case of an emergency involving the employee.
GENDER	Check the appropriate line.
BIRTHDATE	Enter the academic employee’s date of birth in the format MM/DD/YY.
RACE	Check the appropriate line; required by equal opportunity laws.
MARITAL STATUS	Check the appropriate line; required for benefits processing.
MED. LIC. CERT	Check either Yes or No.
LICENSE NO.	If you checked Yes for MED LIC. CERT, enter the nine digit number.
CHECK DELIVERY CODE	Indicate where paychecks/pay advices are to be delivered, using a department number (including the two digit executive level prefix).
CITIZENSHIP	Examine Section 1 of the academic employee’s completed Employment Eligibility Verification (Form I-9), and check next to ‘US’, ‘Permanent Resident’, or ‘Alien’, based on the I-9. If the employee is an ‘Alien,’ also indicate the visa classification under which they are present in the U.S. (e.g., J-1, H-1B) Note: Permanent Residents and Aliens must also complete and submit the Alien Tax Information Request form (Form UPP192).
UC STUDENT	Indicate whether or not the employee is currently a U of C student.
UC STUDENT I.D. NO.	Enter the 6-digit University of Chicago student ID number. This number is necessary for verification of student registration status.
SPECIAL ALLOWANCE	If the Provost has approved a special allowance, enter the Type (i.e., Moving, etc.) and the full Amount. Otherwise, leave blank.
AFFILIATED INST.	If the academic employee will be affiliated with another institution, enter the name of the institution. Otherwise, leave blank.
PERIODS OF RESIDENCE	If the payment period is the same as the work period, then leave this section blank. If the payment period is longer than the work period (i.e., 3Q appointments), enter the begin and end dates of the work period.
ACADEMIC DATA	Starting with the most recent degree earned, provide the year that it was earned, the type of degree, field studied, and name of granting institution.
PROFESSORSHIP / SPECIAL TITLE	If the academic employee has a professorship title or other special title, enter the full title-name and include the three-character code corresponding to that title.

Approvals Section

Obtain all necessary signatures before forwarding the MAF to the Provost’s Office. If the New Hire will have a joint appointment, the primary department is responsible for forwarding the form to the other department(s). Where necessary, use the new signature line entitled Dean Administrator. Missing approval signatures will delay processing of the academic employee since the Provost’s Office will have to return the MAF to the unit.

Top Section of Second Side of MAF

*MAF Field Name*	*Instruction*
NAME	Enter the academic employee’s last name, first name.
SSN#	Enter the academic employee’s nine digit social security number.

Appointment Information Section

Using one line per appointment, enter all appointments for the New Hire in this section. If the New Hire will have a joint appointment, the primary department is responsible for forwarding the form to the other department.

*MAF Field Name*	*Instruction*
JOB CODE	Enter the 6-digit job code here. Please note that the Job Title corresponding to the job code you enter will appear on the contract letter.
JOB TITLE	Enter the Job Title for the above Job Code.
DEPT. NO.	Enter the Department Number for each appointment, including the two digit executive level prefix.
DEPT. NAME	Enter the name of the hiring department, corresponding to the Department Number, above.
START DATE	Enter the date on which academic employee will begin the new appointment.
END DATE	Enter the Actual End Date of each new appointment, based on the document "Recommendation from the Dean": · if a date is specified, enter that date (MM/DD/YY) · for a tenured appointment, leave blank · for WSLOT (without specific length of term), write ‘WSLOT’ · for INDEF (indefinite), write ‘INDEF’ · for UFN (until further notice), write ‘UFN’
TEN	Enter a ‘T’, if tenured. Otherwise, leave blank.
MONTHLY/TERM AMT	· Regular Monthly Appointment: Divide the academic employee’s total annual salary by 12 to arrive at the Monthly Amount. · Joint Appointment: Multiply the academic employee’s total annual salary by the percent your appointment contributes, and divide the result by 12. For an academic employee with a joint appointment split 50/50, each administrator would multiply the total annual salary by 0.50 and then divide the result by 12 to determine the total Monthly Amount for their department’s specific appointment. · Term Appointment: Enter the total salary to be paid over the term of the appointment. Do NOT calculate a Monthly Amount.
M / T	If the appointment is a Regular Monthly Appointment, enter ‘M’. If the appointment is a Term Appointment, then enter ‘T’.
HOURS	Enter the number of hours (to one decimal place), based on a scale in which 100.0% total effort corresponds to 40.0 hours (see Table). Alternatively, calculate the hours by multiplying the percent of total effort by 0.4.
PRI.	If the department listed on this line is the Primary or Responsible Department, enter ‘Y’. Otherwise, enter ‘N’.
ACC.	Enter ‘Y’ if this is a 3Q appointment. Otherwise enter ‘N’.

Distribution Information Section

Note that each appointment can have a maximum of 13 account distribution lines. Complete all required fields, ensuring that funding end dates correspond to appointment end dates.

*MAF Field Name*	*Instruction*
DEPT. NO.	For each paying appointment, enter the Department Number that corresponds to the funding line. As in "Appointment Information," above, include the two digit executive level prefix for each Department Number.
JOB TITLE	Enter the Job Title as in "Appointment Information," above.
ACCOUNT NO.	Enter the account number and subaccount to be charged.
EARN	Complete only for accruing appointments, i.e., those that contain a value of ‘Y’ in the ACC. field of the "Appointment Information" section. For accruing appointments only, enter the earnings code ‘912’.
AMOUNT	· Regular Monthly Appointment: Leave this field blank. · Term Appointment: Enter the total salary to be paid from the account over the term of the appointment.
PERCENT	· Regular Monthly Appointment: Using two decimal places, enter the percent of the Monthly Amount (as entered in "Appointment Information," above) to be charged to the account. · Term Appointment: Leave this field blank.
START DATE	Enter the beginning date that the account is to be charged.
END DATE	Enter the date on which you want the charges to stop. NOTE: You must fund the job through the End Date entered in the "Appointment Information" section, above.

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