Nomination Form
PolicyProcess
Action / Reason Codes
Required Steps and Field Descriptions
Exercises
Policy
All appointments at Morningside for Officers of Instruction, Officers of Research, Officers of the Libraries, and Student Officers must be submitted using a Columbia University Nomination Form. At the Medical Center, new hires and rehires must be submitted through FAHRIS.
All additional appointments subsequent to the initial submission must be submitted using a paper Columbia University Nomination Form for both campuses.
Process
Using the Nomination Form
- Download the Nomination Form: The Nomination Form is available on the Administration Tab in myColumbia under "Human Resources Quick Links" in the Forms section. For your convenience, the form is also available here: Nomination Form (PDF)
- Type Information Directly onto the Form: After you open the form, you can enter directly on the form page and use the drop down boxes. Please do not handwrite the information.
- Verify That the Form is Complete: Please take a minute to proof your form by verifying that the information is correct and that all of the appropriate fields have been completed.
- Print and Sign the Form: Once the form is complete, print and sign it then route it to the appropriate office.
Other Required Documents
- New Hire’s CV
- PhD Degree Receipt Letter
(For recent recipients of the Doctorate, copy of diploma showing award of doctorate or letter from office of dissertation secretary stating that all requirements for doctoral degree have been fulfilled and indicating date that degree will be awarded.) - Invention Agreement
(Required for all full-time appointments, for part-time salaried appointments as officers of research, and for student officers holding research titles.) - Completed I-9: The I-9 Form - Instructions
- Completed W-4: W-4 Form (PDF)
- NY State Tax Form – IT-2104 (if required). Important Note: I-9S and Tax Forms are required for Zero-Salaried appointments.
NY State Tax Forms:
Additional Documents for NRA
- Tax Treaty Letter
- Form 8233
- Photocopy of I-94 Card
- Photocopy of ITIN Letter/Card (or W-7)
Action/Reason Codes for Academic Hires
|
Action Code |
Reason Code |
Reason |
Description |
| HIR |
NEW | New Hire |
Used for most new hires |
| HIR |
MJB |
Multiple Job |
|
| REH |
REH |
Rehire |
Previously worked at Columbia |
Required Steps & Field Descriptions
Step 1 – Top
Action: Check the appropriate box:
Hire: Check this box when hiring a person who does not have an active position at Columbia.
Add Position: Check this box when hiring a person who already has an active position at Columbia into an additional position.
Date Submitted: Enter the date the form was initially completed.
Position # of Total # Positions (Empl_Rec_Nbr): Indicate the number of the position of the appointment being submitted. If second appointment then indicate (e.g., "1 of 2" or "2 of 2").
Step 2 – Name, Address, Etc.
Name Prefix: Select the appropriate value from, Doctor, Mister, Ms., Professor. For Morningside departments, Professor should be used if the person's title is at the professorial rank.
Name Suffix: Select the appropriate value from Junior, Senior, II, III, IV.
Name: Enter the new hire's name, surname first, followed by their first and middle names.
Off. Phone: The employee's official CU work phone number. Please provide the full phone number, including the area code (10 digits in USA).
Res. Phone: Please provide the full phone number, including area code (10 digits in USA).
Fax: The employee's official CU work fax number. Please provide the full phone number, including the area code (10 digits in USA).
Social Security No.: Enter 9-digit Social Security Number. At Morningside, if the person has applied but does not yet have a Social Security Number, enter "Applied." They must submit the Receipt that they received from the Social Security Administration when they applied for the card. At the Medical Center, call the CUMC Payroll Office to obtain a "Temporary" Social Security Number.
Admin Dept. Name: The name of the administrative department.
Dept. Code: Enter the Administrative Department Code, the three-digit department number with four zeros added to the end of it (e.g., 5270000). Please add the zeros when you submit the form.
Work Loc: The location where the employee's work occurs. Select the appropriate value:
| 1 | Morningside |
| 2 | Columbia University Medical Center |
| 3 | Harlem Hospital Center |
| 4 | Lamont-Doherty Earth Observatory |
| 5 | Nevis |
| 7 | CU Buildings |
| 8 | Others |
| 9 | GE Building |
| 10 | MI Bassett Hospital |
| 11 | Helen Hayes Hospital |
| 14 | St. Luke’s-Roosevelt Hosp Center |
| 16 | St. Joseph’s Hospital, Newark |
| 17 | Center for Addict & Substance Abuse |
| 19 | Washington, D.C. |
| 20 | White Plains Hospital Center |
| 21 | Lawrence Hospital |
| 22 | New Milford Hospital |
| 23 | Valley Hospital |
| 24 | Nyack Hospital |
| 25 | St. Vincent’s Medical Center (CT) |
| 26 | Stamford Hospital |
Step 3 – Addresses
Office Address
The employee's official CU work address. For campus addresses, please enter the Street/Building and Mail Code only. If the officer is not in a campus building, enter the Firm Name (if applicable), Street, City, State, Zip Code, and Country. Check Sequence Code – You must enter the appropriate Check Sequence Code for your department.
Mailing Address (Current)
Enter Mailing Address only if it differs from the Home Address. Please enter the Street, City, State, Zip Code, and Country. For people on a visa, who have filed for tax treaty status, Mailing Address should reflect where they currently live locally in the US.
Home Address (Permanent)
The employee's permanent residential address. Please enter the Street, City, State, Zip Code, and Country. For people on a visa, who have filed for tax treaty status as well as for "Visiting" faculty and Officers of Research, Home Address should reflect their actual home address.
Step 4 – Personal
Sex: Select Male or Female.
Birth Date: Enter the employee's date of birth. Please be sure that it corresponds with that listed on the I-9 Form.
Ethnicity/Race: Select the appropriate code as identified by the employee. For academic personnel, Ethnicity/Race must be identified; "Not Disclosed" is not acceptable.
| 1 | White |
| 2 | Black |
| 3 | Hispanic |
| 4 | Asian/Pacific Islander |
| 5 | American Indian/Alaskan Native |
| 7 | East Indian/Indian Subcontinent |
Marital Status: Select the appropriate value from Divorced, Married, Separated, Single, or Widowed. The default value is Single.
Marital Status Date: Enter the date for the employee's marital status. This is a required field for anyone who is not single.
Mil Rpt. Status: Military Reporting Status. Select the appropriate value from Vietnam Era Veteran, Not Indicated, Newly Separated Veteran, No Military Service, Not a Veteran, Other Protected Veteran, Special Disabled Veteran, Veteran—None of the Above.
Step 5 – Work Eligibility
US Citizen: Please select Yes or No.
Visa Type: Enter the appropriate information from the documentation attached to the I-9 Form.
[Visa] Expiration Date: Enter the date that the visa expires. Do not enter an expiration date for a permanent resident.
Perm Res Reg # A: Enter the permanent resident registration number here. Please be sure that this field is completed only for Permanent Residents.
Step 6 – Education
For all Academic personnel you must list all degrees, institutions, and dates of degree in addition to identifying level of education.
Highest Degree: Select the appropriate value from the degree table. Next to the value, enter the actual degree (e.g., Ph.D., M.D., M.S.). For CUMC, the doctoral degree that appropriately reflects the field in which the person is appointed should be considered the highest degree (e.g., for a M.D./Ph.D. in Public Health, where he or she is only using the Ph.D., the Ph.D. is the highest degree). For all other departments, the doctorate (Ph.D.) is the highest degree.
Institution: Enter the name of the Institution from which the employee received the degree. Foreign institutions should be identified by the country in which they are located.
Date: The date that the employee received the degree(format MM/DD/YYY). The default will be 06/30/YEAR.
[Other] Degree[s]: Select the appropriate value from the degree table. All values must have degrees identified.
[Other Degree] Institution: Enter the name of the Institution from which the employee received the degree. Foreign institutions should be identified by the country in which they are located.
[Other Degree] Date: The date that the employee received the degree.
Step 7 – Tenure Information
Tenure Status: Check appropriate tenure status for all Officers of Instruction.
Tenure Begin Date: Only use for the effective date of Tenure or Tenure of Title. It does not relate to the start of the appointment itself.
Step 8 – Complete University Title
Complete University Title: Enter a Complete University Title only for people with a named professorship (e.g., John Smith Professor of Microbiology) or a customized title (e.g., Assistant Professor of Surgical Sciences (in Surgery), Associate Professor of Film in the Faculty of Arts). On CUMC, you can use this field for people with interdisciplinary titles (e.g., Associate Professor of Psychology (in Urology)). Do not use this field if the person holds a generic title (e.g., Assistant Professor in the Department of History).
Step 9 – Position Salary Information
Position Number: Enter the Position Number. It is also required that you provide the generic title.
Pos. Dept Code: Enter the Department Number with four zeroes at the end.
Pos. Dept Name: Enter the name of the Position department.
Title: Enter the employee's position title.
Position Entry Date: Enter the date that the person entered their current position.
Appt. Type: DO NOT COMPLETE. This system will generate this field.
Comp. Rate $: Enter the employee's period salary. The amount entered should be the exact amount the individual will be paid from the Appt./Comp. Rate Effective Date to the Appt/Comp. Rate End Date. For those whose Salary Type is NAANL, this will be the calculated salary for twelve months (annual salary).
Salary Type: Select the appropriate value:
- NAANNL – Annual
- Use the NAANNL rate code for "ongoing pay" – positions that do not have appointment or base salary end dates. Examples include faculty with tenure or tenure of title and officers of the libraries.
- In the Comp. Rate $ field, enter the calculated salary for twelve months (annual salary).
- The NAANL code without end dates should be used only for faculty with tenure or tenure of title or for officers of the libraries who do not have an Appt./Comp. Rate End Date.
- CNTRCT – Contract:
- Use the CNTRCT rate code for any finite pay with an end date.
- In the Comp. Rate $ field, enter the salary for the contract period only.
- All faculty (excluding tenured faculty), officers of research and student officers must have Appt./Comp. Rate End Dates and also must have a CNTRCT rate code.
Appt./Comp. Rate Eff. Date: Enter the date that the person's appointment and/or compensation rate changed.
Appt./Comp. Rate End Date: Enter the date that the position ends. Note: For academic employees it also reflects the end of the appointment. All academic personnel with the exception of faculty with tenure or tenure of title and officers of the libraries must have an Appt./Comp. Rate End Date.
FT/PT: Select either Full Time or Part Time.
Hours/Week: Values for full-time and part-time faculty, full-time officers of research, officers of the libraries, and student officers default in the People @ Columbia system based on the position data set up for the various positions. You may enter specific hours for part-time Officers of Research if you want to track their specific hours.
Step 10 – Authorization/Approvals
Name, Title, Date: The names, titles, and dates of approval of you, any other approver in your department, and the Final Approver for your campus.
HRPC, Title, Date: FOR HRPC USE ONLY.
Exercises
Exercise 1 – Hire a New Academic Officer
Scenario:
- Name: Dr. Richard Octen
- Social Security Number: 100-10-1000
- Position: Assistant Professor
- Position Dept. Code: 306
- Position Dept. Name: Economics
- Location: Morningside
- Office Address: 906 International Affairs (MC 1020), 212-854-1234, fax: 212-854-1238
- Home Address: 349 Trump Lane, Suite 203, New York, NY 10027, 212-799-5689
- Ethnicity: White
- Sex: Male
- Birth Date: August 17, 1976
- Marital Status: Single
- Citizenship Status: Not a US citizen
- Visa Type: F-1 Visa, expires on 5/19/2005
- Highest Degree: Ph.D., Bilkent University, Turkey, 2002
- Other Degree: M.A., University of Paris XI, France, 2000
- Position Number: 14000125
- Tenure Status: Non Tenured on track
- Salary Type: Contract
- Comp. Rate $: 60,000
- Title: Assistant Professor
- Appt/Comp. Rate Effective Date: July 1, 2004
- Appt/Comp. Rate End Date: August 19, 2005
- FT/PT: Full Time
Exercise 2 – Hire a New Academic Officer at Zero Salary
Scenario:
- Name: Dr. Mirium Prantel
- Social Security Number: 100-10-1000
- Administrative Department Code: 521
- Administrative Deptartment Name: Family Medicine
- Location: Columbia University Medical Center
- Office Address: 40 Nagle Avenue, New York, NY 10032
- Office Phone: 212-305-1234
- Fax: 212-305-1238
- Home Address: 349 Trump Lane, Suite 203, New York, NY 10027
- Home Phone: 212-799-5689
- Birth Date: August 17, 1978
- Sex: Female
- Ethnicity: White
- Marital Status: Single
- Citizenship Status: US Citizen
- Highest Degree: M.D., Bilkent University, Turkey, 2002 / B.A., Harvard, 1998 / M.Ph., Columbia, 2004
- Position Number: 14000288
- Tenure status: Other Non Tenured
- Position: Instructor in Clinical
- Position Department Code: 534
- Position Department Name: Neurology
- Salary Type: Contract
- Comp. Rate: $0
- Appt/Comp. Rate Effective Date: January 1, 2005
- Appt./Comp. Rate End Date: June 30, 2005
- FT/PT: Part Time