Contract Extensions for Contingent Individuals

About this Process  

Effective March 1, 2024, contract extensions for unpaid contingent workers of all types are processed via a Payroll Action Form (PAF).  

Types of Payroll Action Forms  

Payroll Action Form – Contract Extensions – form to use for all contingent workers.    

The form can be found on the right side of the screen under Attachments or on the MAPS Forms Library.

Uses of the Payroll Action Form – Contract Extension - Contingent Worker   

First, select the reason you are using the form from the drop-down. Fill in all additional fields, obtain the required signatures and submit via email as directed. The allowed purposes for this form include:   

• Contract Extension (update end date)  

• Contingent International Scholars on a Visa  

Contingent International Scholars on a Visa  
Note, if you are extending a contract for a unpaid/volunteers who needs or is currently on a Visa, the offer needs to be reviewed by the Office of International Student Scholars Services (ISSS) and The Office of Research and Technology Transfer (RTT), prior to the PAF being submitted for the extension In order for this process to be compliant and route to all parties All approvals are outside of Workday. 

Email Megan Abbey in the Office of International Student & Scholar Services (ISSS) the below information so ISSS is able to reach out to the proposed scholar and determine eligibility: 

• Scholar's full name 
• scholar's email 
• department name 
• department supervisor for scholar 
• department manager and their email  
• new dates of proposed extension 
• short description of what they will be doing 
• At the same time, email RTTat exportcontrols@mines.edu with a completed Export Control Questionnaire and resume/CV with all above details to review and approve.   Resources are available at: J-1 Visiting scholar application process https://www.mines.edu/global/international-scholar-services/  and Export Controls Questionnaire.

If ISSS and RTT approve the new extension dates  for the J1 visa you may now submit the PAF with appropriate approvals. Also send a copy of the approved PAF to AA for letter creation to send to ISSS. Once the appointment letter is signed, AA will send the signed letter to Megan Abbey/ISSS for the required Visa documentation. ISSS will then issue the DS 2019 and email it to the scholar with instructions on how to request a visa. No further communication is necessary with RTT. 

Questions  

Send questions to hr@mines.edu, maps@mines.edu, or academic-affairs@mines.edu.