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 2023 08.09.2023 - 12.15.2023 August 8, 2023 93
Spring 2024 12.16.2023 - 04.23.2024 December 8, 2023 92
Summer 2024

04.24.2024 - 08.06.2024

April 12, 2024 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.
  • Fill out an electronic I-9 to comply with federal regulations
    • Present original and unexpired identification to the Office of Human Resources.
    • This keeps us in compliance with federal regulations.
  • Complete other new-hire paperwork for HR and Payroll.
  • 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.
  • Use the Google Drive folder to upload offer letters, new-hire forms, and other documentation required to process all ePAF transactions.
    • Create new folder (Ex Fall 2023) to upload documentation related to the semester an ePAF transaction applies to for processing
    • It is required that all documents are uploaded to this folder upon your submission of ePAFs through myUAH Self Service Banner.
    • Ensure the employee’s name (as it appears in Banner) and employee’s ID (A#) is a part of the naming convention of documentation.
    • Example:  Jones, John_ A12345678 BYS Spring 23
    • If other individuals need access to the folder, please email 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
  • 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.
  • 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.
  • A Student Employment Application is required for all new student hires. Please be mindful that 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.
  • 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 and application (for new hires) 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.
  • The standard deadline to submit ePAFs is the Tuesday before payroll timesheets and ePAF Labor Reports are due.

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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