ePAF (Electronic Personnel Action Form)

Contact: MadelineByrne
Email: Madeline.Byrne@ucf.edu
Phone: (407) 823-0098

Updated: October 22, 2014 

Download:
ePAF_tools

Topics:

• System Overview
  • College Workflow
• Deadlines
• System Access
• ePAF Form Type
• ePAF Attachments
• Checking the Status of an ePAF
  • Canceling an ePAF
  • Changing an ePAF
• Enterprise Exchange (outlook) email Account information

System Overview

The electronic Personnel Action Form (ePAF) and attachment system is used to submit HR-related actions. All ePAFs created by originators within the College of Sciences (COS) are electronically submitted to COS HR.

ePAF Workflow

 Deadlines

It is our goal to approve and/or return for corrections within 2 business days with a few exceptions (i.e. Fall & Academic Year hires require more time due to volume and early university deadlines). For a list of agreement dates and associated deadlines, COSHR_2014-15 Deadlines.  If the ePAF you are submitting requires additional approvals after COS Admin, please make sure that additional processing time is accommodated.

Human Resources Payroll Office publishes the official ePAF deadlines on the Payroll Schedule which also includes other related dates (i.e. Pay Period Begin Date, Pay Period End Date, Pay Day, etc.).

 System Access

• For ePAF originator access two required trainings must be completed.  To register, go to my.ucf.edu and navigate through employee self service.
  • PeopleSoft SA/HR Basic Navigation course (PSC001)
    • Online training module through webcourses
  • ePAF Originator Training (PAF002)
    • Face-to-face training (locations listed when registering for training)
• For department (chair/director) Approver access, in addition to the above listed required trainings, one additional training is required.
  • ePAF Approver Training (PAF003)
    • Online training module through webcourses
• After training is complete, the current ePAF originator within the unit must complete the HR Security Access eForm via PeopleSoft SA/HR
  • See Initiating a Security Request Document Reference (published by HR)
• Once submitted, the employee who will be receiving the access will receive a link (via email) to the HR Access Security Policy consent page (page 6 of the reference document).
  • NOTE:  The consent is only necessary the first time an HR Security Request is submitted.
• After the employee has consented, the form will continue in the electronic workflow, first stopping at the dean’s office and then on to HR for final authorization
• Additional Notes
  • OPS employee access needs PRIOR approval from Human Resources. Send an email or call Abbee Camen for details.

Only the ePAF originator role will have access to create individual or department email accounts.

ePAF Form Types

Other HR Related Actions

• Sabbaticals – HR manually keys sabbaticals based on worksheet from Faculty Affairs
• Leave of Absence – HR manually keys based on Request for Leave of Absence Form (once approved by HR)
• Terminal Agreement/Advanced Notice of Separation – HR manually keys based on employment agreement/notice issued by HR

 ePAF Attachments

The Chair/Director is the authorized signature on Graduate Student (completed electronically), Adjunct and Post-Doctoral Agreements. For these classifications, the agreement should be signed by the employee and the chair/director, scanned and then attached to the ePAF. Once the college has approved the ePAF then a copy of the agreement can be provided to the employee. Additionally, the following HR requirements must be considered:

• all documents attached must be in PDF format
• only the person attaching a document to the ePAF may remove that particular document
• Graduate Student Agreements should not be attached in “draft” form
• Hire and termination (resignation only) ePAF attachments have specific naming conventions
  • Hire:  HR_HIRE_[employee’s ID]_[employee’s last name]
  • Termination (resignation only):  HR_RESIGN_[employee’s ID]_[employee’s last name]

The following is a list of required attachments per form type:

Hire an Employee

• Adjunct, Graduate Assistantship (electronic), Postdoctoral Associate Agreements (signed by employee & chair/director)
• A&P and Faculty Agreements (signed by Provost & employee)
• Teaching Qualifications form for GTAs (Job Codes: 9183)
• Health Insurance Form (for all assistantships except for Fellowships)
• Supplemental Assignment forms for GTAs (Graduate Studies that exceed semester work hour limitations)

Edit Existing Job

• Adjunct, Graduate Assistantship (electronic), Postdoctoral Associate Agreements (signed by employee & chair/director)– If something is changing on the agreement (i.e. hourly rate, begin date, liability, etc.)
• Teaching Qualifications form for GTAs (if changing to job code 9183)
• Health Insurance Form (if changing to a graduate assistantship)
• Summer Faculty Agreement or Fall Faculty Agreement (signed by Provost)

Change Employment Status

• Resignation Letter or Resignation Form (if the reason includes “resignation”)
• LAPER – needs to be attached for all A&P, USPS, and Faculty terminations regardless of reason

Supplemental

• Depends on the request type (following the most appropriate attachment requirements for Hire, Edit or Terminate)

 Checking the Status of an ePAF

 To check on the status of an ePAF, this should be done via the ePAF system in PeopleSoft SA/HR.

1. Navigation: PeopleSoft SA/HR > Department Self Service > ePAF Home Page > View an ePAF
2. Next select the ePAF form type (i.e. Hire an Employee, Edit Existing Job) that was used to complete the transaction originally.
3. Enter the ePAF number in the eForm ID field and click the Search button at the bottom.
4. Then click the NEXT button at the bottom of the page (to view “page 2” of the ePAF). The information under the “Process Visualizer” indicates where the ePAF is currently located.   NOTE:  an ePAF is not completed in the workflow until the status is “Authorized” or “Executed” in the “Transaction/Signature Log.”

Canceling an ePAF

An ePAF can be cancelled or voided at any time through the process; however, there are different ways to accomplish this depending on where the ePAF is in the process.

1.   To determine how to cancel the agreement (contract) you should first determine if the original ePAF has been executed by Human Resources by checking on the status of the ePAF
     a.      If HR has approved or executed the ePAF, proceed to step 2
     b.      If HR has not approved or executed the ePAF, then it is currently in route.  The current office should be contacted to have the ePAF recycled back to the ePAF originator so it can be withdrawn.  The approver could also deny the ePAF if that is requested.

2.   Determine which ePAF form is needed (Supplemental vs. Change Employment Status)
     a.     If the action is to cancel the contract prior to the begin date, a supplemental ePAF is needed
                       i.      The effective date is the agreements effective (start) date
                      ii.      The function description should read:  “ePAF [enter ePAF number] should be voided because [enter reason here].
     b.     If the action is to cancel the contract after the begin date, a change employment status ePAF is needed
                       i.      The effective date is the agreements effective (start) date.
                      ii.      The ePAF comments should include the funding department
                    iii.      NOTE: the Hiring Units payroll processor should be notified immediately.  If possible, they should enter leave without pay so the employee is not overpayed

 Changing an ePAF

A change to a job record can occur at any time; however, there are different mechanisms to accomplish his depending on where the ePAF is in the process.

1.   To determine how to change the agreement (contract) you should first determine if the original agreement has been authorized or executed by Human Resources by checking on the status of the ePAF.
   a.      If HR has approved or executed the ePAF, then proceed to step 2
   b.      If HR has NOT approved or executed the ePAF, then the ePAF is currently still in route.  The current office should be contacted to have the ePAF recycled back to the ePAF originator so it can be edited.  Once the ePAF is back in the originators worklist, it can be accessed and the appropriate changes can be made.

2.   Determine which eForm is needed (Supplemental vs. Edit Existing Job)
   a.   If the action is to change the contract prior to the begin date, a supplemental ePAF is needed
                       i.      The effective date is the agreements begin date
                      ii.      The function description should (at minimum) include the following:
                                   1.      Dates of employment
                                   2.      Job Code
                                   3.      Funding and % Distribution
   b.   If the action is to change the contract after the begin date, an edit existing job ePAF is needed
                       i.      The effective date is the agreements begin date

Employee NID Information
An employee’s NID is not active in the system until the ePAF is complete AUTHORIZED by Human Resources.  Once the ePAF authorized, the employee should be able to look up their NID by visiting the NID Lookup page.  The website will require the employee to enter an email address.  The email address that was entered on page one of the hire ePAF is what should be entered in that field.  When a NID is created, it is at that time a computer log in can be generated.

 Enterprise Exchange (Outlook) email Account

Requesting an email Account There are two ways to request an individual email account.

1.   Creating an email account via the Hire ePAF If a new employee needs to have an email account created, this can be done via the Hire ePAF.  After searching and determining a new entry should be added for the new employee, the ePAF originator needs to enter Personal information (collected via the personal data sheet during payroll sign-in).  At the bottom of page 2, the system will ask if an exchange account should be created.  By checking the box, the system will then generate an email account.  Once the ePAF is submitted, the originator should receive a system generated email stating that the account has been created and should be in use within 2 to 3 business days.  It will also provide instructions on how to log in to the online portal.

2.   Creating an email account via the Exchange eForm If a current employee needs an email account created, an exchange eForm should be generated.  This is done by logging in to PeopleSoft SA/HR > Main Menu > CS&T Custom > Exchange eForms Home Page > Add User Account eForm.  The ePAF originator will need to know the employee ID of the individual who needs the email account create.  After hitting submit, the originator should receive a system generated email stating that the email account has been created and should be in use within 2 to 3 business days.  It will also provide instructions on how to log in to the online email portal.

Deactivating an email Account
When an employee leaves and/or an email account is no longer in use, the account is not deleted automatically.  To delete an email account, the UCF Exchange Account Deprovisioning Request Form needs to be completed and sent to the Computer Services Helpdesk either via email (servicedesk@ucf.edu) or via fax to (407) 882-9090.