HR Systems
Contact: COS Administration
Phone: 3-0815
Email: cosadmin@ucf.edu
Lync: COS Administrative Services
Updated: February 15, 2016
Welcome to the Human Resources Training and Security web page. This page contains information for College of Sciences employees on how to gain access to the UCF systems related to human resources. You will find information on PeopleSoft HR including areas of payroll, ePAF, and FQMS and on other systems used by HR Liaisons such as PeopleAdmin, E-verify and the Faculty Activity System.
PeopleSoft HR
Employee Self Service
Payroll
ePAF (Electronic Personnel Action form)
Non-Paid Appointment (eFORM)
FQMS (Faculty Qualifications Management System)
Other Systems
PeopleAdmin (jobswithucf.com)
E-Verify
Faculty Activity System
PeopleSoft HR
Employee Self Service
Employee Self Service allows UCF employees to view and edit information such as their personal data, payroll and compensation information and benefit enrollments. In addition, the Learning and Development tab under employee self service allows employees to register for training courses at UCF.
Payroll
The PeopleSoftHR payroll module is a decentralized payroll system that allows departments to process and make adjustments to employee’s hours worked, record overtime, and process any leave or compensatory time used during the certifying pay period. Two people are involved in the payroll process, the processor and the approver. The processor is responsible for entering certification hours and recording the appropriate leave transactions for the pay period. The approver is responsible for reviewing each transaction entered by the processor for accuracy, and approving the payroll.
Once you have access to the payroll system in PeopleSoftHR you should refer to the following manuals published by UCF Human Resources for additional help.
9.0 PeopleSoft Payroll Glossary
9.0 Running Processes and Reports in Peoplesoft
9.0 Time and Leave Sheet Instructions
9.0 Time and Leave Sheet Quick Reference Guide
9.0 Time Approval Procedure Manual
9.0 Time Processor Procedure Manual
| ROLE | ACCESS | REQUIRED TRAINING |
| Processor A designation of Payroll Processor in the PeopleSoft HR system will give you access to complete the steps involved in processing payroll, understand the timesheet page and how to enter an employee’s time, and how to run the Group Exceptions Report and the Processor Timesheet Verification Report. A detailed explanation of the role of a payroll processor is located in the Time Processor Procedure Manual. |
To gain access to process or approval payroll you must complete HR’s Security Request eform, which is located in PeopleSoftHR under Staff Applications on “My UCF.” Click here for step-by-step instructions on how to locate and complete the Security Request eform. |
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| Approver A designation of Payroll Approver in the PeopleSoft HR system will give you access to approve the payroll for exception pay and positive pay employees including selecting employee for time sheet page, approving time on the time sheet page, and navigating to other employee time sheets. You will also be able to run the Authorizer Timesheet Verification Report. A detailed explanation of the role of a payroll or “time” approver is located in the Time Approval Procedure Manual. |
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ePAF (electronic Personnel Action Form)
The Electronic Personnel Action Form (ePAF) was developed to streamline and simplify personnel action processing for employees. The paperless process allows for the rapid processing of personnel actions, intuitive workflow routing, and the ability of departments to check the status of ePAFs at any time. When identifying Originators and Approvers, please ensure that your department has both an Originator and Approver back-up in the event that an Approver or Originator is out of the office. This helps to streamline the ePAF process, and ensures that ePAFs are created and approved in a timely manner.
| ROLE | ACCESS | REQUIRED TRAINING |
| Originator An Originator is the designated departmental personnel authorized to create ePAFs. Originators create ePAFs for various HR actions via the ePAF Home Page within the PeopleSoft system. Once an Originator officially submits an ePAF, the eFORM moves through the workflow to the Director/Chair Approver or the Dean Approver. |
To obtain ePAF security, you must complete HR’s Security Request eform, which is located in PeopleSoftHR under your Staff Applications on “My UCF.” Click here for step-by-step step instructions on how to locate and complete the Security Request eform. |
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| Approver (optional) The Director/Chair Approver is an optional role; however, colleges or departments may assign a Director/Chair Approver role, if desired. |
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There are five eFORMS automatically provided to an ePAF Originator when the HR security form is approved by Human Resources. There is a sixth eFORM for non-paid appointments. This form is used to report volunteer arrangements (e.g. undergraduate teaching assistants) to Human Resources.
To obtain access to the sixth eFORM, the following statement should be added to the comments section on the HR security form.
“This request includes access to the non-paid appointment eFORM.”
FQMS
UCF is required to justify and document the qualifications of its faculty as part of its accreditation process under the Southern Association of Colleges and Schools Commission on Colleges (SACSCOC); in particular, to demonstrate compliance with SACS Comprehensive Standard 3.7.1 (Faculty Competence).
The certification of faculty teaching qualifications exists as an online form —the electronic Faculty Qualifications Management System (FQMS) within PeopleSoft HR. Some of the key features of the electronic form include degree information automatically populating from PeopleSoft, required fields built into each page, and comments being kept in the history of the form at every review level for future reference.
The Office of Academic, Faculty, and International Affairs has many resources available on Faculty Teaching Qualifications including minimum teaching qualification guidelines, discipline descriptions, and CIP codes. They also publish user guides (links in the chart below) and Things to Remember When Completing an eFQMS Faculty Teaching Certification.
| ROLE | ACCESS | REQUIRED TRAINING |
| Unit Originator The “Unit Originator” is the person who submits the electronic FQMS form in Peoplesoft HR. The originator should have all required documentation such as resumes, curriculum vitas, transcripts, etc. on hand before completing the form. For complete instructions on how to submit teaching qualifications via the FQMS eform, please refer to the Instructions published by UCF’s Academic, Faculty, and International Affairs department on Submitting an eFQMS Form. More helpful resources on teaching qualifications and the FQMS system are listed below. |
To request “Unit originator” access to the FQMS system, the Chair/Director should e-mail Dr. Arlen Chase with the employee’s name, PID, and requested role (Department Originator or Department Approver). | There are currently no training requirements to receive access to the FQMS eform. However, once a semester UCF’s Academic, Faculty, and International Affairs holds an in person training session. If you need assistance with FQMS navigation and/or training, please contact Coral Rojas in the Office of Academic, Faculty, and International Affairs or Madeline Verba in the College of Sciences. |
| Unit Approver (Chair/Director) The “unit approver” in the FQMS system is the Chair or Director of a department/school. It is the Chair/Director’s responsibility to review and approve/deny the teaching qualifications of all faculty. For complete instructions on how to submit teaching qualifications via the FQMS eform, please refer to the Instructions published by UCF’s Academic, Faculty, and International Affairs department on Reviewing an FQMS eform. A complete FQMS teaching qualifications approval process is depicted here. |
E-Verify
E-Verify is an Internet-based system that compares information from an employee’s Form I-9, Employment Eligibility Verification, to data from U.S. Department of Homeland Security and Social Security Administration records to confirm employment eligibility.
For additional information on E-verify (I-9 system), please visit UCF’s Human Resources web page on Electronic I-9 forms.
| ROLE | ACCESS | REQUIRED TRAINING |
| Employee Employees must complete Section 1 of the I-9 Form no later than their first date of hire. The employee must provide original acceptable I-9 documents to the department. |
www.newi9.com | Click here to access UCF’s Human Resources instructions for new employees on Completing Your Electronic I-9. |
| Department/School user Departments/Colleges must complete Section 2 of the I-9 Form no later than their third date of hire. |
For departmental users to receive access to the Electronic I-9 System, they must complete the I-9 Training course and submit the Electronic I-9 Security Access form. |
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PeopleAdmin
(jobswithucf.com)
PeopleAdmin (jobswithucf.com) is a web-based talent management system which includes modules for applicant tracking and position management. UCF’s established user roles in PeopleAdmin are: Certified Interviewers (or Search Managers), Hiring Officials, Hiring Managers and Executive Users. Read below for more information on user/role descriptions, access and training. Click here to access the UCF PeopleAdmin 7 User Guide.
| ROLE | ACCESS | REQUIRED TRAINING |
| The “Certified Interviewer” This individual has the access in the PeopleAdmin system to create requisitions for job postings (or position vacancy announcements for faculty hires), review applications, input selection/non-selection reasons for applicants. They do not have access to confidential information. |
1. Complete the access request form at www.jobswithucf/hr. Your request will be submitted on-line to HR/Recruitment for approval.
2. Complete the Online Security Access Form. Be sure it is signed by your department head and send to COS Administration at cosadmin@ucf.edu..HR/Recruitment will notify you once your access is approved. |
PER 006: Interview Certification Course |
| The “Hiring Manager” (aka search manager) manages procedural issues and documentation of the search process who maintains, and serves as the custodian of records during the search process. Coordination with the hiring official and search committee chair is essential for this role. This individual has the access in the PeopleAdmin system to create requisitions for job postings (or position vacancy announcements for faculty hires), review applications, input selection/non-selection reasons for applicants. They are also responsible for completing and submiting hiring proposals for review by UCF Human Resources. For faculty searches, they are able to provide group data regarding race and ethnicity.The “Search Chair” organizes and leads search committee meetings. The chair is responsible for leading the committee through University procedures to the final form of input that the hiring official requested. This is an important role in the search process but does not require access to the PeopleAdmin system. |
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| The “Hiring Official” is the chair/director (or supervisor) who selects the candidate to fill the vacancy. Further administrative review may take place. The search committee is advisory to the hiring official; therefore, the hiring official may not perform search committee functions.The hiring official is also responsible for appointing and charging a search committee (if required). Either the “search manager” or the hiring official can submit the recommendation via the PeopleAdmin system. | N/A | |
| The “Executive User” review and approve job postings and hiring proposals for the College of Sciences and submit to UCF Human Resources via the PeopleAdmin system. | N/A |
Faculty Activity System
The faculty activity system is used to collect and report on faculty assignments for an academic year (summer, fall, spring). “Activities” consist of courses taught, research and service performed, along with advisement, administration, and other activities related to instruction, research or service.
For system access and individualized training, contact Amanda Miller (amanda.miller@ucf.edu or 823-0898), Coordinator of Statistical Research at UCF’s Institutional Knowledge Management.