Reminders | Benefits |  Instructions   |  Training

The electronic Personnel Action Form (ePAF) is designed to process personnel actions (hires, reappointments, terminations, merits, etc.) for employees using Banner Self Service.  ePAFs must be approved by your department's approver(s)/proxy before submission.

ePAF Deadline 

The standard deadline to submit ePAFs is the Tuesday before ePAF Labor Reports and WTE are due.  At the beginning of each academic semester, earlier deadlines will be scheduled to accommodate the volume of transactions that must be approved for the payroll processing schedule.  

Academic Year Semester ePAF Deadline 

 SemesterSemester DatesePAF Deadline# of Days
Fall 2024 08/07/2024 - 12/13/2024 August 8, 2024 93
Spring 2025 12/14/2024 - 04/22/2025 December 6, 2024 92

Summer 2025

04/23/2025 - 08/05/2025 

 TBD 75
  • Failure to meet the deadline and submit all paperwork to Human Resources will result in a delay of employees receiving their paycheck.
  • ePAFs will be returned for you to re-submit to process for the next payroll pay period.
General Reminders

For All Employees

Before employment begins, a new hire must complete the following actions:

  • Complete a satisfactory background check.
  • Review the Onboarding webpage to download and complete other HR new hire forms.
    • Fill out an electronic Form I-9 to comply with federal regulations. 
      • Present original and unexpired identification to the Office of Human Resources.
    • Fill out and submit Payroll related forms.

  • The ePAF and signed offer letter must be received by the deadline to be processed.
  • The start/effective date on the offer letter is based on the employee classification and paid hourly or by stipend. Refer to the Employee Classification Reminders below for detailed information.
  • All ePAF transactions require documentation.
    • Signed offer letters and other supported documentation must be uploaded to your assigned Google Drive folder.
    • Create new folder (Ex Fall 2024) to upload documentation related to the semester an ePAF transaction applies to for processing.
    • All documents must be uploaded upon your submission of ePAFs.
    • Ensure the document name includes the employee’s full name and employee’s ID (A#) 
      • Example:  Jones, John_ A12345678 BYS Spring 24
  • View the Calculation Chart for Part-Time Lecturers  to determine the job FTE to adhere to the Affordable Care Act (ACA) regulations
  • Assignments paid as a one-time payment should match the pay period dates when the payroll check is distributed.
Reminders by Employee Classification

 

GTA/GRA/Part-Time Lecturer

Employees hired as Graduate Teaching or Research Assistants, along with Part-Time Lecturers, receive bi-weekly pay according to the semester stipend specified in their offer letter. When preparing ePAFs and offer letters, ensure to adhere to the guidelines outlined below.

  • Offer letters should specify the semester and year of the current academic semester.
    • (e.g., Fall semester 2024)
  • The ePAF effective dates should align with the payroll dates indicated in the chart above.
  • Adjust the job FTE to adhere to the Affordable Care Act Measurement Period requirements for healthcare. Refer to the Calculation Chart for Part-Time Lecturers.
  • Include the semester stipend amount and the department’s home org in the Comments section of the ePAF.
  • Use the department position number as shown below.
    • 22XXXX, for part-time lecturers
    • 82XXXX, for graduate assistants (non teaching or research - contact Budget's Office for clarity)
    • 82XXXX, for graduate teaching assistants
    • 83XXXX, for graduate research assistants
  • The ePAF and signed offer letter must be received by the deadline to be processed.

Verifying eligibility for employment is essential. Prior to extending an offer, ensure that the student meets the employment criteria. Refer to the On-Campus Student Hiring Procedure for the required details.
  • Policies, procedures, and documents regarding undergraduate student employment can be found at: uah.edu/vpsa/student-employment.
  • A Student Employment Application is required for all new student hires.
  • Students holding F1 and J1 student via status must obtain a signature from International Student Advisor, Payroll, and Human Resources before an offer is made and accepted.
  • Offer letters require a signature from the student and a representative within the hiring department.

ePAF Key Details

  • Add the position number and suffix to the letter.
  • If the job is a secondary position, add the department’s home labor org in the Comments section of the ePAF.
  • The ePAF, signed offer letter, and application (for new hires) must be received by the deadline to be processed.
  • For hourly paid student employees, the start/effective date on the offer letter should be the same as the effective date on the ePAF and on TimeClockPlus.
  • For stipend paid student employees, offer letters need to specify the range of dates for the bi-weekly compensation. Also, the ePAF effective dates should be the same as stated on the offer letter that supports your submitted transactions.

Electronic Personnel Action Form (ePAF)

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 redundancy and data entry errors.

Sample ePAFs

Instructions

  • 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:

  • 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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