Personnel Action Form Template
Efficiently Manage Employee Changes and Updates
Keeping track of employee changes can be overwhelming, especially when you have a growing team. This Personnel Action Form Template is designed to help HR professionals and managers streamline the process of documenting employee details and transitions. With this template, you can easily update job titles, track salary changes, and ensure compliance with regulatory requirements, all while maintaining clear communication with your team. Plus, it's customizable to fit your company's specific needs. Explore the live template to simplify your personnel actions.
When to use this form
Use this form to document changes to an employee's job, pay, or status so HR and payroll can act fast and keep records clean. Fill it out when you promote someone, move them to a new department, change their work schedule or FLSA status, adjust compensation, place them on leave, or end employment. During hiring, pair it with the New hire checklist form to track tasks and with the Employee raise form when a promotion includes pay changes. If the employee is paid weekly, coordinate dates and rates with the Payroll weekly payment form to avoid delays. Managers, HR, and payroll all benefit from a clear record that triggers timely updates in systems and reduces pay or benefit errors.
Must Ask Personnel Action Questions
- What type of action are you requesting?
This sets routing, required fields, and approvals for hire, promotion, transfer, pay change, leave, or termination. It prevents missing steps and ensures the right team acts.
- What is the effective date (and last working day, if applicable)?
Precise dates drive payroll proration, benefit start/stop, and access changes. A clear date avoids off-cycle fixes and audit issues.
- What are the current and new position details (title, department, supervisor, location)?
These details update org charts, reporting, and security. They also inform equipment, seating, and system access requests.
- What are the current and new compensation details and pay frequency?
Document hourly or salary, FLSA status, current rate, new rate, and any stipend or allowance. Clear numbers reduce payroll errors and support compliance.
- Which approvals and supporting documents are included?
List manager and HR approvers, and attach offer letters, evaluations, or policy exceptions. For new hires, include the New hire employment package form to keep records complete.
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