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 2022 08.10.2022 - 12.16.2022 August 8, 2022 93 Spring 2023 12.17.2022 - 04.25.2023 December 12, 2022 92 Summer 2023 04.26.2023 - 08.08.2023 Summer Teaching Dates Memorandum April 11, 2023 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. Reminders For All Employees Before employment begins, a new hire must complete the following actions: Complete a background check Complete the electronic I-9 Form (Employment Eligibility Verification Form) For failing to comply with Form I-9 requirements we are subject to penalties for each form Ensure all new hire forms have been completed and submitted to HR and Payroll Upload offer letters and all new hire forms to your assigned google drive folder. Questions related to this method should be directed to epafdocuments@uah.edu. The start/effective date on the offer letter should be the same as the effective date on the ePAF View the Calculation Chart for Part-Time Lecturers to determine the job FTE to adhere to the Affordable Care Act (ACA) regulations Reminders by Employee Classification GTA/GRA/Part-Time Lecturer Change the FTE for Part-Time Lecturers to adhere to the Affordable Care Act Measurement Period requirements for healthcare. Include the stipend amount and the department’s home org in the Comments section of the ePAF. Use the department position, 22XXXX, for part-time lecturers. The ePAF and signed offer letter must be received by the deadline to be processed. Undergraduate Students Verifying employment eligibility is important. Before extending an offer, please verify the student is eligible for employment. Email chargerstudentemployment@uah.edu to obtain verification. Provide the student’s name and A#. Policies, procedures, and documents regarding undergraduate student employment can be found at: uah.edu/vpsa/student-employment. Offer letters require a signature from the student and the hiring department representative. 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 and signed offer letter must be received by the deadline to be processed. The start/effective date on the offer letter should be the same as the effective date on the ePAF and on TimeClockPlus. 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 Merit Increase - J Summer Faculty Calculating Stipend Amount Reappointment Sample Termination Sample Appointment Sample Creating a Proxy View ePAFs as a Proxy 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