ePAF - Electronic Personnel Action Forms

Benefits | Instructions | Training

(updated 8/9/2013)

Merit Increase and Salary Letters

Deadline date for submitting/approving ePAFs for Merit Increase (J):

September 13, 2013

Effective Date

PR # 22

Check Date

Wednesday, October 2, 2013

10/2-10/15

Friday, October 25, 2013

Please remember the following:

• We must have the offer letters for the part-time lecturers and graduate students before we approve the ePAF.

• Here is the link for new lecturers and graduates: http://www.uah.edu/hr/onboarding/other-employees.

• There are 100 days in the Fall Semester (divide stipend by 10 to get the pay rate).

• The start/end date for Fall Semester is 8/14/13 – 12/31/13.

• Make sure the regular rate and special rate matches.

• For student workers, please send HR the Offer letter, Job Description and the Drug Policy only, do not send the student application.

• Student workers cannot work no more that 28 total hours each week, please see student handbook link: http://www.uah.edu/ssc/programs/career-development/employers/on-campus-employers.

• Please review ePAF link for addition information: http://www.uah.edu/hr/information-systems/epaf.

• Please forward this email to Staff Assistants, Secretaries that are responsible for entering and approving ePAFs.

• Also, please verify and acknowledge all ePAFs.

New Information

As you know, earlier this year, the U.S. Citizenship and Immigration Services (USCIS) revised the Employment Eligibility Verification Form, commonly referred to as the I-9. In addition to revising the form, USCIS also requires that, effective May 7, 2013, all new employees must complete Section 1 of the form no later than their first day of employment. For failing to comply with Form I-9 requirements we are subject to penalties for each form. We have 3 days to complete the form and E-Verify the employee as well as enter them on the Alabama New Hire Report. So, please just send them to HR.
If you decide the complete Section 2 of the Form I-9 yourself, please complete the form correctly.
Please cc: Debra.Carter@uah.edu on all correspondence (example: emailed offer letters, resignation letters).
You can now enter the end dates in the ePAFs (part-time lecturers, graduate students, one-time payments, and faculty overloads/incentives). This option is not available for student workers.
Please do not Cancel ePAFs, send email to Vonda and Debra.

2013/2014	Start/End	Days
Fall	08/14/13-12/31/13	100
Spring	01/01/14-04/29/14	85
Summer*	05/07/14-08/19/14	75
*Start a week later in summer. No impact on payroll.		260

ePAF

The electronic Personnel Action Form (ePAF) is designed to process personnel actions for employees electronically using Banner Self Service.
The design of the ePAF is based on the current routing of the blue paper-copy ePAF. The ePAF system allows departments to create and route ePAFs electronically.
The Originator completes the ePAF and initiates routing through predefined approval/routing queue. Once the form passes through the defined approval queue the data on the ePAF is applied to the Banner database.

Types of ePAF Users:

Originators – initiate/create ePAF transaction.
Approvers – process ePAF to approve, acknowledge, and return to Originator for corrections.
Human Resources – will apply the transaction to the database.

Benefits:

Personnel actions are processed in a timely manner which reduces the hiring paperwork process to approximately one day.
Electronic approval routing...
User friendly environment through Banner Self Service.
Reduces redundant and data entry errors.
No more Blue paper-copy PAFs......no more blue PAFs....

Instructions and Sample ePAFs

Additional information will be posted on our website in the coming weeks. This site will be our official communication method for ePAF information.

As a reminder ePAF access will only be granted at the completion of the required training.
Users should complete the ePAF Department ePAF Department Approval Queue (DAQ) – Request for Access and the required ePAF Training before gaining access to the ePAF system.
If you are interested in receiving ePAF Training, please complete and return the DAQ form to (SKH102, HR-HRIS); and contact Vonda.Maclin@uah.edu, 256-824-2282.

Training

Users must complete the ePAF Department Approval Queue (DAQ) – Request for Access and complete the required ePAF Training before gaining access to the ePAF system. If you are interested in receiving ePAF Training, please complete and return the DAQ form to (SKH 102, HR-HRIS) and contact HR for the next scheduled training class.

The following ePAF training material will be available during the ePAF training class:

Training Instructions and Information

Originator's Instructions
Approver 's Instructions
Effective Dates and Deadlines
ePAF Process Flowchart
Request for Access –ePAF System
Sample ePAF – Reappointments & Terminations

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