Electronic Personnel Action Form (ePAF) Types and Purpose

• Hiring a new employee
• Rehiring an employee with more than 1 day break in service
• Hiring a current UF employee from another department/area or to add an additional job for a current employee

Hire ePAFs should be submitted on or before the effective date, but no earlier than 4 weeks prior to the effective date as this helps mitigate any future manual corrections that may occur.

All necessary documents should be uploaded and any required onboarding paperwork should be completed, i.e. GatorStart, prior to reaching Level 2 (Core HR Level).

• Checklist for Academic Personnel New Hires, Including OPS Faculty
• Checklist for TEAMS and General/Student OPS New Hires

• Current OPS employee for job action changes including: department ID, salary plan, compensation rate, or FTE change.
• Current TEAMS or USPS employee for such instances as Workgroup changes (switching from paid overtime to compensation time and vice versa), current employee changing to a another position within the same department/area, correcting or changing position numbers, correcting or changing compensation rates, and Special Pay Increases, (see Classification and Compensation website for more information regarding SPI’s).

Edit Existing Job ePAFs should be submitted on or before the effective date, but no earlier than 4 weeks prior to the effective date as this helps mitigate any future manual corrections that may occur.  All necessary documents should be uploaded, using correct document labels, prior to reaching Level 2, (Core HR Level).

Note: Please do not attach any Identification or tax documentation to an Edit Existing Job ePAF, there are no document labels in this ePAF that match these types of documentation.

• Job and Position Actions Toolkit

Change Employment Status ePAFs should be submitted on or before the effective date, but no earlier than 60 days prior to the effective date as this helps mitigate any future manual corrections that may occur.

Note: If any additional job actions (i.e. change in department ID, salary increase, etc.) will be necessary in advance of a change employment status, do not enter this ePAF until after those actions have taken place in the system. Check job data prior to entering a termination ePAF so you do not enter multiple termination ePAFs for the same employee record.  All necessary documents should be uploaded, using correct document labels prior to reaching Level 2, (Core HR Level).

• Processing a Termination or Retirement Instruction Guide

Employees must have a qualifying reason to cash out leave (for example, termination of employment).

A Leave-Cash-Out should be submitted no earlier than the Monday following the pay period in which the employee’s termination was effective.  Please see toolkit for instructions or contact Benefits (benefits@ufl.edu) for further information.

• Leave Cash-Out Instruction Guide

Add Additional Pay ePAF should be submitted with an effective date that is within the current or a future pay period. Please note that a date can only be used once per each Earnings Code.

For example, if an employee needs two Additional Payments under the ADU Earnings Code, then the effective dates for each one have to be different.

You must enter the one that needs to be paid earliest into the system first, and the one that needs to be paid next you would enter second. All necessary documents should be uploaded, using correct document labels, prior to reaching Level 2, (Core HR).

• Hiring and Additional Pay Toolkit

• TEAMS and USPS and Faculty, New/Update position ePAFs are approved by Classification and Compensation. Visit the Establishing a New Position webpage to learn more or contact the team at compensation@ufl.edu.

• Job and Position Actions Toolkit