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Electronic Personnel Action Form (ePAF) Types and Purpose

  • Recruitment & Staffing
  • Classification & Compensation
  • Employee Relations
  • The University of Florida uses electronic Personnel Action Forms (ePAF) to support HR transactions such as hires, retirements, terminations, reclassifications, etc. for Faculty, TEAMS, OPS, and Students.

    All ePAF transactions should be entered on or before the effective date of the job action. Generally, it takes 4 to 5 business days to review an ePAF at Level 2/Core HR. If an ePAF is

    • completed or submitted incorrectly
    • necessary documentation is not attached and/or completed improperly
    • GatorStart is not completed by a new hire
    • submitted too far in advance for the job action type

    it may be sent back to the originator with information on needed changes.

    Note: During busy seasons turnaround time frames may be longer.  If all ePAF requirements are met, the ePAF will be approved at that time or it will be recycled back to the originator with comments on needed changes for final approval.

    Type of ePAF Purpose Resources
    Hire an Employee Use the Hire an Employee ePAF when:

    • 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).

     

    Edit Existing Job

     

    The Edit Existing Job ePAF is used to edit information for:

    • 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.

    The following toolkit contains information such as how to change an FTE for a position, change a department, promote or change jobs within a department, etc.

     

    Change Employment Status

     

    Use the Change Employment Status ePAF to submit a termination, retirement, leave of absence, or return from leave of absence for Faculty, Staff and OPS (when applicable).

    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).

     

    Submit Leave Cash-Out

     

    The Leave Cash-Out ePAF is used to initiate a request for payment to an employee for their accrued unused leave.

    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.

     

    Add Additional Payment

     

    The Add Additional Pay ePAF is used on an as-needed basis per the Additional Payment Policy and Earning 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).

    The following toolkit contains information such as how to provide additional pay within a department, additional pay outside a department, etc.

     

    Add New Position/Update Position

     

    The following is the approval process for creating or updating a position:

    • TEAMS and USPS, New/Update position ePAFs are approved by Classification and Compensation. Visit the Establishing a New Position webpage  to learn more.
    • Faculty, New/Update position ePAFs are approved by Academic HR at 352-392-2477.
    The following toolkit contains information such as how to change an FTE for a position, change a department, promote or change jobs within a department, etc.

     

    Electronic Document Management (EDM)

    When submitting an ePAF for review, any documentation required for approval must be scanned, uploaded, and labeled in order to be “attached” to the ePAF.  Please verify that your documents are loaded under the correct document type so they are labeled accurately in the employee’s electronic personnel file.

    Resource: