The chart below offers a general guide identifying the type of attachments that are required or may be requested based on the reason for submitting an ACT Document. This chart may not be all inclusive; call HR Records Administration at 205-934-4408 with any questions.
| Document Reason | No Attachment Required | Attachments Provided by HR Talent Acquisition or Hospital HRM | Hire, Transfer, Promotion, Appointment or Agreement Letter | Application, Resume or CV | FMLA Request App | Resignation, Termination or Severance Letter | Federal Work Study Placement Form | Statement of Appointment Form | UAB Trainee Fact Sheet | HR Records Data Verification Request Form | Memo from Dept. | Department Approval of Non-FMLA Leave of Absence Form |
| Additional Assignment1 | ||||||||||||
| Create Volunteer (60) | ✓ (Letter if Faculty) |
✓ | ✓ | |||||||||
| New Hire/Rehire (01, 03, 12, 17) (Recruited Hire) | ✓ | |||||||||||
| New Hires/Rehires (02, 04) (FAST Track Process) | ✓ | |||||||||||
| New Hire/Rehire (06, 07) | ✓ | |||||||||||
| Hire/Rehire Grad Asst., Grad Teaching Asst., Grad Research Asst. (06) | ✓ (Hire Letter) |
✓ (Application) |
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| New Hire/Rehire (11) | ✓ | ✓ | ||||||||||
| Hire/Rehire (59 Affiliate) | ✓ | |||||||||||
| New Hire/Rehire Trainee (99) | ✓ | |||||||||||
| New Hire/Rehire Grad Trainee (46) | ✓ | |||||||||||
| New Hire/Rehire Trainee (20) | ✓ | ✓ | ||||||||||
| Hire/Rehire Post Doc (21) | ✓ (Hire Letter) |
✓ (Resume) |
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| Transfer Lateral/Different Department (Recruited Change) | ✓ | |||||||||||
| Transfer Lateral/Same Department (Recruited Change) | ✓ | ✓4 (reorgs only) |
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| Transfer with Promotion (Recruited Change) | ✓ | |||||||||||
| Promotion Same Department (Recruited Change) | ✓ | |||||||||||
| Data Change (Projected Last Day) | ✓2 | ✓ | ||||||||||
| Data Change (Visa Update) | ✓5 | |||||||||||
| Merit Increase | ✓ | |||||||||||
| Probationary Increase | ✓ (ACT comment will suffice) |
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| Budget | ✓ | |||||||||||
| Change of Assignment Category | ✓ | |||||||||||
| Reclassification | ✓ (Provided by Compensation |
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| Salary Schedule Adjustment | ✓3 | |||||||||||
| Equity Increase | ✓ | |||||||||||
| FMLA with or without Pay | ✓ | |||||||||||
| Medical Leave with or without Pay | ✓ | ✓ | ||||||||||
| Education Leave | ✓ | |||||||||||
| Military Leave with or without Pay | ✓ | ✓ (military orders will suffice) |
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| OJI Family Medical Leave | ✓ (ACT comment will suffice) |
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| OJI Leave with or without Pay | ✓ (ACT comment will suffice) |
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| Personal Leave with or without Pay | ✓ | |||||||||||
| Terminate Employee | ✓ | |||||||||||
| End a Trainee | ✓ | |||||||||||
| End a Volunteer | ✓ | |||||||||||
| End Assignment | ✓ |
1Attachments are required based on the particular assignment category for the additional assignment and what is already on file.
2A new agreement letter is required for Graduate Assistants, Graduate Research Assistants, Graduate Teaching Assistants, Trainees and Postdoctoral Employees.
3Required for Graduate Assistants, Graduate Research Assistants, Graduate Teaching Assistants and Trainees and Postdoctoral Employees.
4Required for Department reorganization.
5Verify that I-9 has been updated in Guardian to match Visa Data Change Document.