PJC Employee Forms Library
Published or Revised March 01, 2024
General Forms
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Employee Absence Report: The Employee Absence Report should be completed by the employee and signed by the immediate supervisor according to the leave policies and procedures of the College. Please print this form and complete. Before sending to your supervisor for approval, we recommend that you make a copy for your records.
Faculty Absence Report: The Faculty Absence Report should be completed by the employee and signed by the immediate supervisor according to the leave policies and procedures of the College. Faculty should indicate how classes were covered if the absence was during class time. Please print this form and complete. Before sending to your supervisor for approval, we recommend that you make a copy for your records.
Sick Leave Bank Contribution Form: Employees may become members of the Sick Leave Bank by contributing leave (up to 25% of their sick leave balance to the bank) using this form. Click here to review the Sick Leave Bank Procedures.
Sick Leave Bank Request Form: An employee who is a member of the Sick Leave Bank may request leave from the bank if the employee or a member of the employee’s immediate family experiences a catastrophic illness or injury and the employee has exhausted all paid leave and any applicable compensatory time. Click here to review the Sick Leave Bank Procedures.
Employee Scholarship Form: The Employee Scholarship Form should be printed and completed each semester in which the employee plans to use the scholarship program. The form should be approved by the immediate supervisor and the dean of the area before being forwarded to the Human Resources Office. Guidelines governing the program are found in the PJC Policy Manual and the PJC Employee Procedures Handbook.
Dependent Tuition Remission Form: The Dependent Tuition Remission Form should be printed and completed each semester in which the employee's dependent plans to use the scholarship program. The form should be completed and submitted to the Human Resources Office. Guidelines governing the program are found in the PJC Policy Manual and the PJC Employee Procedures Handbook.
Formal Graduate & Undergraduate Study During Employment Request: The Formal Graduate and Undergraduate Study During Employment form is to be submitting for supervisor approval when a full-time employee is continuing education in courses at institutions other than Paris Junior College.
Faculty Step Increase Request: The Faculty Step Increase Request form is used by faculty to submit documentation of additional course work to qualify for an educational step increase on the Faculty Salary Schedule. This request should be submitted with documentation to the instructional vice president of the area and approval sent to the President's Office.
Online Website Modification Request: Submit this form with information and any attachment needed (one attachment per form) for approval of information to be placed on the website.
Donor Gift Request Form: Submit this form with information and any attachment(s) to gain necessary approval before any donation of an item or items may be accepted by the College.
Club and Organization Fundraising Approval: Submit this form with completed information for advance approval of extracurricular club or organization fundraisers.
Financial Forms
Asset Purchase, Disposition or Transfer Form
Travel Authorization Form: Submit this form to get authorization to travel. Must be submitted two weeks prior to travel. Must be attached to the Travel Expense Report Form when it is turned in.
Travel Advance Form: An employee may request a cash travel advance prior to the trip if the out-of-pocket trip estimated costs exceed $300 and travel includes students. This advance should be requested in writing at least two weeks prior to the scheduled trip. The travel advance will be charged to an employee accounts receivable and the individual will be held accountable for the funds. The employee accounts receivable will be credited and the department charged when the individual has turned in a completed travel expense form with appropriate receipts. The travel expense form must be submitted to Accounts Payable within 14 days following the completion of business travel. Receipts are required to substantiate all travel advances. Any unused funds from the travel advance should be deposited at the cashier's window at the Business Office. Attach receipt to the travel expense form when submitting to Accounts Payable. If actual travel exceeded the travel advance, the individual will be reimbursed for the net amount due.
Employment Forms (For Supervisors)
Position Requisition Form: The Position Requisition Request must be completed for every existing and proposed position, except adjunct faculty, to be filled at Paris Junior College. The supervisor of the position must submit the form, along with a new or revised job description, to the Director of Human Resources. The request will be forwarded to the Dean of Business and Finance and the College President for final approval before the position may be advertised or filled.
Personnel Employment Action Request Form: The Personnel Employment Action Request Form is to be completed by the hiring supervisor and approved by the appropriate dean before being submitted to the Human Resources Office. This form notifies the Director of Human Resources to initiate a contract of employment for this employee or change an existing contract for an employee.
Performance Improvement Notice and Plan: This form is to be used in notifying an employee of performance issues and disciplinary steps along with required employee corrective actions.
Disciplinary Memo Final Notice: This memo template is to be used to document final notice to an employee of the need to improve performance within a specified time period or be terminated.
Payroll Forms
Direct Deposit Authorization: The PJC Authorization Agreement for Payroll Direct Deposit must be completed to initialize the direct deposit process. This form is only required if the employee wishes to initiate direct deposit or make changes to the existing direct deposit agreement.
Change of Address (or Name) Form: Please fill this form out and send to Human Resources with any changes to your address or contact information, or if your name changes.
Federal W4 Form: The federal W-4 form is required for all employees of Paris Junior College and must be on file before any payroll can be generated for the employee. Existing employees may use this link to download and then file a new W-4 with the Human Resources Office for a change of address, change of name, or to change deductions.
Payroll Deduction for PJC Memorial Scholarships or Honorariums: The Paris Junior College Scholarship/Honorarium Payroll Deduction Agreement allows employees to contribute to the PJC Memorial Foundation Scholarship Program and/or the Paris Junior College Master Teacher Honorarium through payroll deduction.
Other Forms
Request For Taxpayer Identification Number (W-9)
Texas Hotel Occupancy Tax Exemption Certificate