Effective Dates

Practice
Faculty (Officers of Instruction)
Faculty Examples — Full-Time Appointments
Officers of Research
Officers of Research Examples — Full-Time Appointments (Non-Postdoc)
Posdoctoral Examples — Full-Time Appointments

Effective Dates — Practice

Effective Dating is the cornerstone of each PAF and Nomination Form transaction. It drives everything from pay to benefits so it is very important that you have a clear understanding of their proper use. There are six primary effective dates:

Effective Date Field	Definition	Form	Date Changes w/Action	Description of Change
Original Hire Date	This is the date that the person was first hired at Columbia. It does not necessarily reflect the first academic or administrative position that the person held if they were hired as a Casual, Work Study, or received a Stipend previously.	PAF Display Only	HIR	It does not change It is automatically entered by PS based on the Effective Date of the HIR/NEW transaction. Field name in PS: Hire Date
Service Date	This date is used to determine benefits eligibility, especially for retirement. It is manually calculated by Benefits upon the request of the employee. The calculation takes into account the type and length of employee's breaks in service, if any. Note: For employees that were converted from legacy, this field used to be known as the University Seniority Date.	PAF Display Only	– –	It may or may not change. It is manually entered into PS by the HRPC based on the result of the calculation done by the Benefits staff. Field name in PS: Service Date
Status Effective Date	This is the date that the person's current status was effective (e.g. Active, On Leave, Suspended (inc. Laid Off), Terminated, Retired). Leave Return Date: Academic - The first of the month. Administrative - The first work day after the leave. Termination Effective Date: Academic - The first day of the month following the last day worked. Administrative - The first work day after the last day worked.	PAF Display Only	HIR, REH, LOA, PLA, SUS, TER, RET	It is change automatically by PS when the person's status changes. Field name in PS: Effective Date
Position Entry Date	This is the date that the person entered their current position. It only changes when the Position Number changes.	NOM/PAF Display Only	Change in Position Number	It is changed automatically by PS. Field name in PS: Position Entry Field
Appt/Comp Rate Effective Date	This is the date that the person's appointment and/or compensation rate changed. Note: For academic employees it will also change when the appointment effective date changes and the compensation stays the same. Transfer Effective Date: The first day the employee is in the new position.	NOM/PAF User Editable	HIR, REH, XFR, PRO, PAY/ADJ, DTA/CNW, DTA/VSA	It is entered manually into PS by HRPC based on certain Actions. Field name in PS: Effective Date
Appt/Comp Rate End Date	This is the date that the position ended. Note: For academic employees it also reflects the end of the appointment.	NOM/PAF User Editable	TER, RET	It is entered manually into PS by HRPC based on actions. A PAF, Roster, or PS program (auto-termination) is used to terminate the person.

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Faculty (Officers of Instruction)

Non Tenured

All full-time faculty appointments must end on 6/30 unless the Affirmative Action clearance or visa expiration date prevents appointment to that date.
All part-time faculty appointments at CUMC must end on 6/30 unless visa expiration date prevents appointment to that date or unless the person is only teaching for a specific period of time (9/1-12/31 or 1/1-5/31).
On the Morningside campus all part-time faculty appointments should run 9/1-5/31, 9/1-12/31, or 1/1-5/31 depending on the department/school tradition. In Business part-time appointments should run 9/1-12/31, 1/1-4/30, and 5/1-8/31 unless the visa expiration date prevents such an appointment.
Appointment end dates should not be extended beyond 6/30 simply because the visa expiration date is later.

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Faculty Examples — Full-Time Appointments

Employee Type	Transaction	Form	Period or Change Date	Effective Date Fields
US Citizen/ Permanent Resident (No restriction on Affirmative Action)	New Appointment (HIR/NEW)	Nomination	7/1/04 - 6/30/05	Position Entry Date: 7/1/04 Appt/Comp Rate Effective Date: 7/1/04 Appt/Comp Rate End Date: 6/30/05
	Title Change (POS/TTL)	PAF	1/1/05 - 6/30/05	Position Entry Date: 7/1/04 Appt/Comp Rate Effective Date: 1/1/05 Appt/Comp Rate End Date: 6/30/05
	Reappointment (DTA/CNW, REH/CNW)	Roster	7/1/05 - 6/30/06	Position Entry Date: No Change Appt/Comp Rate Effective Date: 7/1/05 Appt/Comp Rate End Date: 6/30/06
Non-Resident Alien with a Visa Expiration Date of 10/31/05	New Appointment (HIR/NEW)	Nomination	7/1/04 - 6/30/05	Position Entry Date: 7/1/04 Appt/Comp Rate Effective Date: 7/1/04 Appt/Comp Rate End Date: 6/30/05
Non-Resident Alien with a Visa Expiration Date of 10/31/05	Appointment Renewal (DTA/ADJ)	PAF	7/1/05 - 10/31/05	Position Entry Date: No Change Appt/Comp Rate Effective Date: 7/1/05 Appt/Comp Rate End Date: 10/31/05 Note: In the Comp Rate field you enter the amount to be paid from 7/1/05 - 10/31/05.
Non-Resident Alien with a Visa Expiration Date of 10/31/05 Visa Extended to 10/30/06	Visa Renewal (DTA/VSA)	PAF	7/1/05 - 6/30/06	Visa Expiration Date: 10/30/06 Position Entry Date: No Change Appt/Comp Rate Effective Date: No Change Appt/Comp Rate End Date: No Change Note: Appointment DOES NOT get extended to 10/31/06 at this time just because the visa has been extended.
US Citizen or Non-Resident Alien	Termination End of PT Appointment (TER/AEN)	PAF	1/1/05	Position Entry Date: 7/1/04 Appt/Comp Rate Effective Date: 7/1/04 Appt/Comp Rate End Date: 1/1/05
	Position Data Change PT to FT (POS/UPD)	PAF	1/1/05	Effective Date: 1/1/05
	New Appointment (HIR/NEW)	Nomination	1/1/05 - 6/30/05	Position Entry Date: 7/1/04 Appt/Comp Rate Effective Date: 1/1/05 Appt/Comp Rate End Date: 6/30/05 Adjust the Comp Rate to reflect amount to be received from 7/1/05 - 6/30/06.
	Status Change FT to PT with Title Change (POS/UPD, POS/TTL)	PAF	1/1/05	Position Entry Date: 7/1/03 Appt/Comp Rate Effective Date: 7/1/04 Appt/Comp Rate End Date: 6/30/05 Note: Status is full-time.
	Termination or other Reason (End of FT Appointment) (TER/CNL)	PAF	1/1/05	Position Entry Date: 1/1/05 Appt/Comp Rate Effective Date: 1/1/05 Appt/Comp Rate End Date: 6/30/05

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Officers of Research

All appointments as officers of research must end on 6/30 and cannot be longer than one year at a time unless the Affirmative Action clearance, the visa expiration date, or the grant funding prevents appointment for a full year.
Postdoctoral appointments must not be put on a 6/30 cycle unless they start 7/1. The date the appointment started must be preserved to ensure that the individual does not hold an appointment for more than three years (or four or five if extensions are granted by the Provost).
Other types of research appointments may be put on the 6/30 cycle if Affirmative Action clearance and the visa expiration date permit.

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Officers of Research Examples — Full-Time Appointments (Non-Postdoc Appointments)

Employee Type	Transaction	Form	Period or Change Date	Effective Date Fields
US Citizen/ Permanent Resident (No restriction on Affirmative Action)	New Appointment	Nomination	7/1/04 - 6/30/05	Position Entry Date: 7/1/04 Appt/Comp Rate Effective Date: 7/1/04 Appt/Comp Rate End Date: 6/30/05
	Title Change	PAF	1/1/05 - 6/30/05	Position Entry Date: 1/1/05 App/Comp Rate Effective Date: 1/1/05 Appt/Comp Rate End Date: 6/30/05 Note: Salary must be adjusted to reflect amount to be paid from the period 1/1/05 - 6/30/05.
	Renewal	PAF	7/1/05 - 6/30/06	Position Entry Date: No Change Appt/Comp Rate Effective Date: 7/1/05 Appt/Comp Rate End Date: 6/30/06 Note: Salary must be adjusted to be paid from the period 7/1/05 - 6/30/06.
Non-Resident Alien with a Visa Expiration Date of 10/31/05	New Appointment	Nomination	11/1/04 - 10/31/05	Position Entry Date: 11/1/04 Appt/Comp Rate Effective Date: 11/4/04 Appt/Comp Rate End Date: 6/30/05
Non-Resident Alien with a Visa Expiration Date of 10/31/05 Visa Extended to 10/31/08	Salary Increase (to meet Min.) (PAY/ADJ)	PAF	7/1/05 - 10/31/05	Visa Expiration Date: 10/31/08 Position Entry Date: No Change Appt/Comp Rate Effective Date: 7/1/05 Appt/Comp Rate End Date: 10/31/05
	Get on Cycle (Visa to 10/31/05)	PAF	11/1/05 - 6/30/06	Visa Expiration Date: 10/31/08 Position Entry Date: No Change Appt/Comp Rate Effective Date: 11/1/05 Appt/Comp Rate End Date: 6/30/06 Note: Appointment DOES NOT get extended to 10/31/08 at this time just because the visa has been extended.
US Citizen or Non-Resident Alien	Termination End of PT Appointment (TER/AEN)	PAF	1/1/05	Position Entry Date: 7/1/04 Appt/Comp Rate Effective Date: 7/1/04 Appt/Comp Rate End Date: 1/1/05
	Position Date Change PT to FT (POS/UPD)	PAF	1/1/05	Effective Date: 1/1/05
	New Appointment (HIR/NEW)	Nomination	1/1/05 - 6/30/05	Position Entry Date: 7/1/04 Appt/Comp Rate Effective Date: 1/1/05 Appt/Comp Rate End Date: 6/30/05 Adjust the Comp Rate to reflect amount to be received from 7/1/05 - 6/30/06.

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Postdoctoral Examples — Full-Time Appointments

Employee Type	Transaction	Nomination	Period or Change Date	Effective Date Fields
US Citizen/ Permanent Resident (No restriction on Affirmative Action)	New Appointment	Nomination	7/1/04 - 6/30/05	Visa Expiration Date: 6/30/08 Appt/Comp Rate Effective Date: 7/1/04 Appt/Comp Rate End Date: 6/30/05
	Renewal	PAF	7/1/05 - 6/30/06	Position Entry Date: No Change Appt/Comp Rate Effective Date: 7/1/05 Appt/Comp Rate End Date: 6/30/06
	New Appointment (Never put on 6/30 cycle)	Nomination	10/1/04 - 9/30/05	Position Entry Date: 10/1/04 Appt/Comp Rate Effective Date: 10/1/04 Appt/Comp Rate End Date: 9/30/05
	Renewal	PAF	10/1/05 - 9/30/06	Position Entry Date: No Change Appt/Comp Rate Effective Date: 10/1/05 Appt/Comp Rate End Date: 9/30/06
Non-Resident Alien with a Visa Expiration Date of 2/28/05	New Appointment	Nomination	7/1/04 - 2/28/05	Position Entry Date: 7/1/04 Appt/Comp Rate Effective Date: 7/1/04 Appt/Comp Rate End Date: 2/28/05
Non-Resident Alien with a Visa Expiration Date of 2/28/05	Visa Extension	PAF	7/1/04 - 6/30/05	Visa Expiration Date: 2/28/07 Position Entry Date: No Change Appt/Comp Rate Effective Date: 7/1/04 Appt/Comp Rate End Date: 6/30/05 Note: Appointment DOES NOT get extended to 2/28/07 at this time just because the visa has been extended. Adjust the Comp Rate to reflect amount o be received from 7/1/04 - 6/30/05.
Non-Resident Alien with a Visa Expiration Date of 2/28/05 Visa Extended to 2/28/07	Renewal	PAF	7/1/05 - 6/30/06	Position Entry Date: No Change Appt/Comp Rate Effective Date: 7/1/05 Appt/Comp Rate End Date: 6/30/06 Note: Appointment DOES NOT get extended to 2/28/07 at this time just because the visa has been extended. Adjust the Comp Rate to reflect amount to be received from 7/1/05 - 6/30/06.
	Renewal	PAF	7/1/05 - 2/28/07	Position Entry Date: No Change Appt/Comp Rate Effective Date: 7/1/06 Appt/Comp Rate End Date: 2/28/07

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Effective Dates

Effective Dates — Practice

Faculty (Officers of Instruction)

Faculty Examples — Full-Time Appointments

Officers of Research

Officers of Research Examples — Full-Time Appointments (Non-Postdoc Appointments)

Postdoctoral Examples — Full-Time Appointments

TIG Contents

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