For every decision made in the company or organization, all actions should be documented for future reference. An example is when an employee perpetrated an immoral act against the company. He or she is given a notice of appraisal that should contain the detailed description regarding the circumstance After such notice is administered, the hearing follows. This second step allows the employee to defend himself or herself by providing statements or evidences in response to the accusation against him or her. But when the employee admits and takes responsibility of the alleged misconduct, hearing regarding the matter is not necessary. Otherwise, a notice of termination is finalized. The notice made is in reference to the corroboration or verification of statements and evidences. Used as an example is the personnel action for employee termination since a serious offense has been committed.
In this article, there are different kinds of personnel action forms used for different types of situations. Each of these pertains to specific actions made for each employee. These forms are also kept by the human resource management as basis of employee’s profile, especially during one’s employment period in the company. Take time to browse over these personnel action forms in a PDF file format that are downloadable and editable for your convenience.
Revised Personnel Action Form
General Personnel Action Form
Personnel Teaching Action Form
Job Information Personnel Action Form
Personnel Action Form in PDF
Purpose of Personnel Action Forms
These forms are used by the human resource management as references regarding actions that were taken for each employee in the company. These forms could be specified or general; general, when it contains different types of actions the HR manager or anyone who is authorized can choose from, while a specific kind of personnel action form is intended to a specific type of action. These personnel action forms are also used to obtain an organized or systematic way of keeping records of personnel files.
There are some personnel action forms in which the current and proposed information of an important matter is required. For example, an employee is promoted. The human resource management will do the promotion using a personnel action form to legalize such action made regarding the employment status of the employee. You could refer to the forms provided for you in this article as examples. As you go further, you will have a better understanding regarding what these personnel action forms are for, and how important they are.
The Process for Personnel Action Form
Knowing the purpose of personnel action forms, you also have to be aware of how these are processed. Filing the form does not require much time and effort. For as long as you have all the information that are needed in filling out the form, the rest of the process follows. To know how this works, refer to the following step by step process below.
Before filling out the form:
- A meeting is conducted between the department head, supervisor, or manager and the human resource manager.
- Some workmates of the subject (or employee) are also called for a separate meeting if the action to be made has something to do with the obnoxious behavior.
- People involved in the said meeting are asked for their observations regarding the employee’s performance appraisal or evaluation
- All information that are gathered from the meeting are written as reference to complete the form.
During the process:
- The form is filled out with the necessary details.
- A meeting is held between the employee and the employer to discuss the actions that should be carried out.
- The employee is heard for his or her side of the story (if reasons are necessary to be written in the form).
When everything is to be finalized:
- All meetings are reviewed to better understand the situation.
- The decisions that were agreed by the authorized people during the meetings are now put into action
It is mandatory that any business or organization follows a systematized way of handling not just the management, but also the workforce of the company. One way in doing so is by using the personnel action form that corresponds to the situation, which makes decision making more formal and authoritative.
Personnel Action Requisition Form
Personnel Action Request Form
Employee Personnel Action Form
Personnel Faculty Action Form
Filling Out a Personnel Action Form
Here are the essential information to complete the personnel action form:
The Basic Information:
- when the form is filled out
- when the form is submitted and filed
- when the action will be effective and when it will be nullified
- the authorized person who processed the form (supervisor, department head or the human resource manager)
The Employee’s Personal Information:
- full name
- address (should be the current one, and not just the provincial address)
- e-mail address and the active contact number
- additional information like social security number and date of birth
The Employment Information:
- the employee’s employment status (either he is a part-timer, a full-time staff, under probation, seasonal or temporarily working for a few weeks, months or limited time, etc.),
- the salary information
- the dates of the employment period
- the employee’s position, department he or she belongs to, and who is his or her supervisor/s or department head/s, etc.
- the employee’s work location (name and address of the location where the employee is assigned)
The Approval Information:
- signatures of the authorized people (the department head, the human resource manager, and the employee)
- the date the people involved in the process have signed the action form
- the consent information of the employee
Personnel Action Assignment Form
Blank Personnel Action Form
Request for Personnel Action
Basic Personnel Action Form
Personnel Course Action Form
Understanding the Personnel Action Forms
Personnel action forms are used every time there are changes in an employee’s personal profile. These action forms contain different types of actions for the following situations:
- When there are some updates regarding the personal information of the employee
- When the applicant or employee is newly hired or re-hired in the company
- When the employee has been transferred from a department to the other to either replace him or her, or to give him or her additional assignments
- When the employee’s job status has been changed like when he or she becomes a regular employee after passing the probationary period.
- When the employee decides to separate from the company which means he or she is resigning or is absent without filing any leave.
- When there is an increase pay in the part-timer employee’s salary, or if he or she gets promoted
- When an employee is demoted due to lack of experience or productivity in work
- When the employee is terminated as he or she is found guilty with the violations that are accused to him or her, and if it is proven that such act is committed
- When the employee files a leave of absence for some certain of reasons, like he or she is sick
- When the employee is suspended for violating the rules and regulations of the company
The following types of actions listed above are just few of the common actions that are often used in a company or any organization. These actions are documented through general personnel action forms. These forms turn out to be the basis of employment information of each employee. In every action form, the time period of these actions, is required and should be approved by the authorized people who are involved in processing these actions.
Personnel Action Change Form
Personnel Staff Action Form
Personnel Action Form for Department
Data Change Personnel Action Form
Personnel Action Form for Student
The forms above are personnel action forms in which modifications of information should be made. An example is when the employee moved in to a new house, and the home address information needs update. His or her personal information is then changed to make sure that the information regarding the employee is updated. Another example is when the employee is newly hired or promoted in his or her job. The following information should be changed:
- the job title or position
- the department where the employee is assigned
- the employment status (whether part-time, full-time, under probation, etc)
- the shift schedule
- the salary information
- the current and the new employment contract with the date of effectivity.
- additional information such as the work location, and other information regarding the job description and policies that apply
Explanations will be given further on this article regarding when these actions are made along with the information that are necessarily changed or added in the employee’s personnel file. Descriptions of these actions will also be provided for the reader to understand more the reason why these are made, documented and compiled.
Tips in Creating a Personnel Action Form
Referring to the action forms provided in this article, here are some few tips to take note in creating one:
- Do not forget to designate the company or organization logo at the top part of the form.
- Make sure to indicate the title in order to determine what the form is all about.
- Have the information classified according to its category, such information for personal details, employee’s, approval’s, etc.
- Sequence the categories in the form in any particular order.
- Provide enough spaces for the information to be filled in.
- Make sure that all fields are legible enough to be understood.
- Use concise words to convey the details.
- You could insert few instructions in the form as a guide for the filler.
- Make use of the lines in order to separate the categories in the form.
- You could also make use of the check boxes when the filler of the form needs to make multiple choices.
- Specify what the form is used for.
- Text boxes are also useful for the filler’s provided information.
- Not much designs are needed in the form, just make sure that it is created or designed formally.
- Only use at most two font colors (preferably black and red). The use of the red font color is to make sure that the text is noticeable (these are usually the additional instructions that fillers should not miss and should really take note of).
- Making use of tables could be a great help most especially when there is a need to list some information. Examples are the signatures from the authorized people who are involved in processing the action form.
- In utilizing the spaces in the form, the fields could be made in two or more columns; as long as there are enough spaces for filling in the information.
Personnel Information Action Form
Personnel Job Action Form
New Hire Personnel Action Form
Standard Personnel Action Form
HR Personnel Action Form
Personnel Action Forms: Types of Actions
Information Changes – Circumstances when some information of a person changes sometimes arise. It could be the contact number, the residential address or the name (for newly wed women). There is a need to update these changes as soon as possible since this personal information is important for various purposes, like identification and contact information.
These changes could also be job assignments that are to be added to the employee’s profile. Possible reasons of why such additional assignment is necessary are as follows:
- A certain department lacks people or employees
- A need to accomplish the work in due time from another department calls for additional help from other employees
- The management decides to divide the excess workload to other departments
- Adding assignments or workload for the employees is one of the requirements in order to be promoted
When these additional assignments are added, there is a possibility in which there are other information that are also changed (such as the work location, the department head, the hours to work, the compensation, etc.).
New Hire or Re – Hire – If the employee is either newly hired or re-hired, the information needed are his or her personal information (full name, contact information – address, email address, contact number), and the employment information (job title, department, salary information, employment period found in the signed contract, employment status; full-time, part-time, as an intern or under probation). If the employee is re-hired, it is also important that the date when he or she was last employed is indicated in the form.
Promotion or Demotion – Whether the employee is promoted or demoted, the employment information needs to be altered. It is composed of the employee’s employment status, position, department, department head, salary statement, employment contract and the work schedule. In the form, the new job information is written opposite to the prior information so that the changes made regarding the promotion or the demotion of the certain employee can be seen.
Transfer, Replacement or New Appointment – If the employee is transferred to another department, the department information such as the position, department, department head or supervisor should be updated. The new job location or information is also written opposite to the prior job information of the employee. This job transfer information contains the pay grade, the salary, job title, and the shift schedules. If the employee is transferred to another department in order to replace an employee, the name of the employee to be replaced should also be indicated. If not, then the reason for transfer should be indicated.
Leave of Absence – Employees are given the chance to take a break. Aside from having a day off or two, employees are given the privilege to file a leave for various purposes during a specific period of time. The types of leave are: personal, sick, maternity, military and vacation. Aside from the type of leave, the employee’s basic information, the department information, the last date worked, the return date for work and the reason why such leave request is necessarily made should be indicated.
Termination – An employee is terminated if he or she is found guilty of what was accused of him or her. There are various reasons why employees are terminated, but the most common is the result of their immoral act, conduct or behavior (either personal or organizational) during their employment period in the company. The information that are needed when such type of action is made is the employee’s basic information (full name, and contact information), the department information (position, department and the department head), the employment information (the shift schedule and the pay grade), the employee’s termination information (the last day of work, and the reason why the employee is terminated and whether the employee is eligible for rehire or not).
Suspension – This action is given to employees who are most likely given a chance to reflect on themselves for doing or performing an immoral act. Suspension is somehow similar to termination, but the difference is that suspension lasts for a period of time depending on how long the management would let it last,while termination means there is definitely no going back after a serious offense.
Separation or Resignation – This action is made when the employee has made the decision to separate from the company or resign to find a better opportunity. Such action undergoes a long process since the employee is required to submit a resignation letter first followed by the meeting between the human resource manager or the employer and the employee. Then, the employee is required to return all the properties of the company which are provided for him or her during the employment period in the company. Upon returning such equipment, the employee fills up an employee clearance form to make sure that he or she is cleared from any loss or defect of the company properties.
After the type of action is indicated in the form, the information needed to complete the personnel action form is filled in. The effective date when such action is validated and when it is nullified should be indicated.
Status Change Personnel Action Form
Personnel Action Form Example
Personnel Action Form in PDF
Human Resource Personnel Action Form
Simple Personnel Action Form
Graduate Personnel Action Form
The forms shown above are general, since they contain different types of actions that correspond to the status of the employee. As you can see, there are fields specified for certain actions. In order words, the form is layered in order to organize the necessary information.
For general personnel action forms, not all fields are required to be filled in but only those fields that are connected to the type of certain actions. Below is the discussion regarding the necessary information needed for specific type of actions.
Tips for Personnel Action Form Completion
- The information written in the personnel action form should be finalized and settled among the people involved.
- The information of employees should be updated to make it easier to reach out for them in any circumstances.
- Specific personnel action forms should be used for each action made regarding the employment information of each employee.
- Do not forget to fill out the necessary information to be used as reference regarding the actions that were made.
- Certain types of action should be explained to the employees before these are made. It is best that employees are aware about their employment status.
- Make sure that the handwriting is legible. Refrain from having erasures to avoid misinterpretation of different information.
- Before the personnel action form is filled out, all necessary details should be thought through and complete.
- Make sure to document these action forms since these are important parts of an employee’s personnel files.
- Before finalizing a personnel action form, conduct a thorough meeting with the management and with the employee in order to gather the right information for these forms.
- Only the authorized person should have the documented files of individual employees. If this confidential information is released to other people, the authorized person will be held liable for it since keeping these documented records are his or her responsibilities.
- These personnel action forms are confidential and should not be shared to other people or employees inside and outside the company.
- When certain actions are made, it is important that the voices of the employees are also heard.
- There should be a proper handling of employees in order to avoid miscommunication between the employer and the employees.
- The reason for such actions should be valid enough and should not be made against the employees. That is why before such action is made, a meeting should be done.
- There should be monthly reviews regarding the management and it’s workforce, especially the different circumstances encountered in the company.
- All employees and even the management should be monitored from time to time, in order to know if there are any necessary updates to make.
These personnel action forms play a very important role especially when it comes to management, because they are used to manage each employee in the company. These forms are also used to keep track of their records. The forms serve as the basis of why and when certain actions are made. Make use of these personnel action forms in PDF file format provided for you. You could use a specific form that definitely suit your business needs or you may refer to these as your reference for ideas on what personnel action forms are for and when these are used.
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