Unit signature authority for PRFs is determined at the unit level. The department head or program director may delegate PRF signature authority to others; this delegation should be documented via a written internal memo. CAS will not independently verify that proper unit signature authority was followed for all PRFs. A PRF that affects multiple orgs must be reviewed and signed by the department head or designee of all affected units.
Written documentation must be submitted with certain types of PRFs. Stipend, summer research, and other new positions or reappointments initiated via PRF and paid from unrestricted funds must be documented by an appointment letter from the department head/program director (or hiring authority in another unit) to the employee. The appointment letter must include the dates of the appointment, the duties of the appointment, and the amount of compensation. This may be a copy on department letterhead, or it may take the form of an email from the department head/program director/hiring authority to the employee. CAS will not process Payroll Request Forms without a copy of the appointment letter, when required.
Summer research appointments (position BUOWSR) should be initiated with a PRF and a PAW showing FTE and salary correctly corresponding to each other for the dates of appointment. As stated above, an appointment letter must accompany the PRF and PAW for summer research positions paid from unrestricted funds.
Appointment percentage increases for unclassified employees may not be initiated using a PRF. Units need to submit an RTO that describes the additional duties (for example, adding a class to the teaching load) in the internal comments section. If the duties of the position will not change, the unit must submit a written memo of justification for the increased FTE. FTE may be reduced via PRF for D (pro tem) contracts only. A written request for or acknowledgement of the FTE reduction from the employee is required in this case.
Units must verify availability of funds. CAS does not verify that a unit has or will have sufficient funds to accomplish the changes initiated by any PRF. By submitting the PRF, the unit is indicating there are sufficient funds for the requested salary and OPE. If there are not sufficient funds, CAS will not be responsible for the shortfall.
Unit --> Dean's Office (with exceptions noted below) --> Human Resources --> Payroll
- PRFs are due to Human Resources by the 15th of the month prior to the PRF effective date in order to guarantee timely pay. This means that PRFs should reach CAS by the 5th of the month prior to the PRF effective date.
- Generally, all PRFs must be routed to CAS, except those for GTFs working during the academic year and summer research/admin GTFs.
- PRFs initiated by an org outside of CAS, but that list a CAS labor distribution, do not need to be routed through CAS as long as there is no change to the CAS appointment and labor distribution percentages.
- PRFs with grant-only labor distributions must be routed to CAS if the timesheet org is a CAS unit (i.e. not an institute).