I.C. Procedures for MAF: Additional Appointments

I.C. Procedures for MAF: Additional Appointments

An Additional Appointment is required to add any of the following to an academic employee’s record:

· New Joint Non-paying Appt	· Committee Appointment	· Administrative Supplement
· Appointment to Chairmanship	· New Joint Paying Appointment	· Clinical Term Allowance

Top Section

*MAF Field Name*	*Instruction*
STATUS	Circle the appropriate category.
ACTION	Circle ADDITIONAL APPT.
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 ‘13’ (a list of Action Codes appears on the MAF).
EFFECTIVE DATE	The ‘Start Date’ of the appointment is the Effective Date.

Personal Data Section

This section is optional when submitting data for an Additional Appointment. However, if you would like to submit changes to the academic employee’s personal data record at the same time you are requesting an additional appointment, enter your changes in the appropriate fields.

Approvals Section

Obtain all necessary signatures before forwarding the MAF to the Provost’s Office. If the Additional Appointment is joint with another department, the primary department is responsible for forwarding the form to the other department(s). 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

Enter information for the Additional Appointment(s) only.

*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 department corresponding to the Department Number.
START DATE	Enter the date the appointment will begin.
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.

Appointment Information, continued
*MAF Field Name*	*Instruction*
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 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

In this section, enter information for the Additional Appointment(s) only. 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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