The University of Washington: Facilities Services

Payroll Forms

Forms

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Links to UW sites with complete information:

Employee Action Notice (EAN) Procedure

The Employment Activity Notice is the primary form used to document and transmit to Facilities Services Payroll actions affecting the status of employees. It is essential that it be processed in advance of an action or as soon as possible after an action has occurred. Please note the some actions have different meanings depending on the status of the employee. Please use the appropriate terms.

Employee Action Notice (EAN)

EAN Fields

  • Employee Name: fill in with the full name of the employee as listed on the Social Security card or other official document, do not use nicknames (the employee can update their nickname on line in ESS later).
  • Shop Number: if you do not know your shop number, contact payroll.
  • Salary: Range (if known), Step (REQUIRED for non-professional staff), monthly (salaried) or hourly (temporary) rate of pay, FTE or percent of fulltime work (%, REQUIRED)
  • Start Date: the actual first day the employee starts work
  • New Employee: an employee hired from outside the UW and any other state job, employees coming from other FS, UW or state positions are transfers
  • Transfer from another State agency: ask the employee what department or agency they are coming from and who their payroll or HR contact person is so that FS Payroll can follow up on transferring their benefits
  • Transfer from another UW Dept: same information as from another State agency
  • Promotion: this is a promotion from within Facilities Services, includes reclassification
  • Shift Differential: if employee will be on permanent evening or night shifts, check box
  • Job Classification: official UW jobclass and title (1300 Director, 8870 Trades Helper, 7256 Program Coordinator). DO NOT USE their working title.
  • Budget Number: REQUIRED
  • Position Number: REQUIRED for salaried employees, if not known, contact your accounting manager. No number needed for hourly.
  • UWID: if known
  • PID: employee ID for FME if needed
  • Student number: for student employees
  • Address and Phone

NOTE: For new hires, there is a packet of forms to be filled out for benefits, directory information, etc. This should be filled out prior to the first work day when possible.

The I9 must be filled out and in payroll’s possession no later than the 3rd (third) day after the employee has started work. If the I9 is not verified and signed by the third day, federal law requires us to terminate the employee immediately. There is no extension beyond this.

Separation/Transfer

If an employee ‘quits’ your department, this is not necessarily a separation. If the employee is moving to another UW or state position, this is a TRANSFER. DO NOT CHECK ‘RESIGNED.’ This employee will be taking his/her benefits with them (annual and sick leave, service credit).

  • Name, UWID, Job classification are self-explanatory.
  • End date: the last working or paid day
  • Budget Number as above
  • Permanent or Temporary status at termination
  • Reason: if you are unsure of the category or don’t find the right one, contact payroll for help
  • Checkout procedures for your area/shop

Signatures of Manager/Supervisor and Director are required to put someone on or take them off the payroll.

After filling out the form, Facilities Services Shops should send it to Grace Lim, box 352217

Capital Projects should send it directly to Facilities Payroll, Box 352217