epaf Originator Processing Manual

Transcription

1 epaf Originatr Prcessing Manual Hire Paperwrk epaf Prcessing Updated 01/06/2017 epaf Originatr Manual Revised 01/06/2017

2 Cntents PAF002: epaf Originatr Manual: Intrductin...1 Intrductin...1 Mdules 1-5: Emplyee Sign-in Prcedures...1 Mdule 6-11: epaf Originatr Prcesses...2 Mdule 1: Human Resurces Basics...3 Additinal resurces...3 Mdule 2: Types f Emplyees...4 Brand New Line Emplyees...4 Brand New OPS (Other Persnnel Services)...4 OPS t Line Emplyees...5 Student t Nn-Student...5 Internatinal emplyees...5 Rehires...5 Mdule 3: Hire Paperwrk, Part Paperwrk...6 Human Resurces Hiring Checklists...6 UCF Sign-In Frms fr attachment t the epaf in-1 Frm...7 Emplyee Acknwledgment...8 Retirement Status Ntificatin Frm...8 Persnal Data Sheet...9 Mdule 4: Hire Paperwrk, Part Tw I-9 Frm Mre Frms Health Insurance Marketplace Frm SSA Backgrund Check Prcedures Orientatin Ntice Emplyment f Relatives Frm Mdule 5: Agreements Mdule 6: Intrductin t epafs What is an epaf? epaf Originatr Manual Revised 01/06/2017

3 Five Types f epaf Frms Hire an Emplyee epaf Frm Edit Existing Jb epaf Frm Change Emplyment Status epaf Frm Psitin Change epaf Frm Supplemental epaf Frm Originatrs Wrkflw Apprvers: Business Prcesses Academic Affairs Administratin Cllege f Graduate Studies Reginal Campuses Office f Research & Cmmercializatin Cmpliance Human Resurces Cmpensatin Human Resurces Emplyment Services & Recrds General Tips Mdule 7: Types f epafs: Hire an Emplyee Hire an Emplyee epaf FTE Calculatin: Teaching Adjuncts/Teaching Dual Cmpensatin Emplyee NID Lk Up Mdule 8: Types f epafs: Edit Existing Jb and Change Emplyment Status epaf epaf Hurly Rate Calculatr epaf Hurly Rate Calculatr Example Change Emplyment Status epaf Mdule 9: Types f epafs: Psitin Change and Supplemental epaf Examples Psitin Change and Supplemental Psitin Change epaf Supplemental epaf Mdule 10: Attaching Dcuments t epafs Attachment Guidelines Hw t Attach Dcuments t the epaf Mdule 11: Resubmit, Change, r Withdraw an epaf Viewing epafs epaf Originatr Manual Revised 01/06/2017

4 epaf Originatr Manual Revised 01/06/2017

5 Manual written t accmpany the epaf Originatr Online Curse (PAF002). The curse must be cmpleted prir t the Electrnic HR Security Access eform is submitted t request epaf access. This manual des nt cver the Electrnic I9 r the prcesses related t that. The curse name REC 001 must be tp btain security access t the Electrnic I9 system. Cntact recrds@ucf.edu with any questins r cmments regarding the infrmatin cntained within this manual. Frms and ther dcuments fund within this manual can be fund at r 0

6 PAF002: epaf Originatr Manual: Intrductin PepleSft HR 9.0 Human Resurces Intrductin Welcme t the Electrnic Persnnel Actin Frm (epaf) Originatr Training curse! This manual will assist Originatrs in learning the skills that will be necessary t cmplete the emplyee nbarding prcess at UCF. This manual frms the basis fr the epaf Originatr Training. During the fficial Originatr Training, attendees will have access t vides and ther supprting training guides, sme f which have been made available n the University's Human Resurces website. epaf Originatr access is received nce all f the apprpriate trainings are cmpleted and security access has been requested and apprved. The gal f this training is fr all attendees t understand and apply the prcedures detailed herein t meet the Federal, State, and University nbarding requirements. Please nte that this manual has been separated int tw distinct sectins: 1. Emplyee Sign-in Prcedures (Mdules 1-5) 2. epaf Originatr Prcesses (Mdules 6-10) Each sectin has been gruped in a manner that will best deliver the cre cmpetencies that will be needed t perfrm yur duties with regards t the hire paperwrk and the digital epaf system. The bjectives f the Mdules 1-5 are: Mdules 1-5: Emplyee Sign-in Prcedures Enable the prmpt and accurate cmpletin f emplyee sign-in Facilitate a smth transitin int active emplyment status Supprt a first pass epaf / hiring paperwrk apprval standard It is imprtant t nte that when dcuments are prperly cmpleted the first time and the epaf is dne accurately, then the emplyee's nbarding prcess will g smthly n its "first pass" thrugh the apprval prcess. This first-pass apprval means the new emplyee will be able t effrtlessly mve int what is knwn as "active" status. This "active" status means that the emplyee is in the system and is eligible t receive his r her paycheck and all f the benefits that are part f his r her emplyment agreement. T facilitate a faster "first pass," starting as f April 15th, 2013 sign-in paperwrk (excluding the W-4 and Direct Depsit frms) must be attached t the hire epafs. This eliminates the waiting time 1

7 assciated with sending the hire dcuments via inter-campus mail. With this new prcess, Emplyment Services & Recrds has the pprtunity t immediately review and prcess the epaf upn receiving it. The bjectives f the Mdules 6-11 are: Mdule 6-11: epaf Originatr Prcesses Intrduce the epaf creatin prcess Prvide Originatrs with the tls t successfully create the range f epafs necessary t request apprpriate persnnel actins Present Originatrs with efficient methds t track epafs thrugh t cmpletin The epaf prtin f the Originatr Manual utlines fr Originatrs the necessary tls and resurces that are used t successfully cmplete epafs fr current and future emplyees f the University. Each Mdule within this sectin f the manual will fcus n a different aspect f the epaf prcess and will demnstrate hw yu will mve thrugh each requisite screen t cmplete the desired actins. It will be imprtant t remember the fllwing infrmatin abut the epaf system: All epafs that are generated by an Originatr are accessible via a "View" feature t facilitate tracking the frms and ensuring they are mving twards final apprval at an apprpriate rate. Each epaf that has been created by an Originatr will need t pass thrugh multiple epaf Apprvers t ensure the accuracy f the infrmatin. All epafs must receive final apprval at the Human Resurces Department prir t the infrmatin lading in the persnnel system, PepleSft. Thse epafs that have made it thrugh the entire apprval prcess and have been authrized int the system, r are mre than 30 days ld, can als be viewed by Originatrs at a later date t prvide assistance r reminders f past actins cmpleted n each emplyee s jb recrd. Please remember that the HR-Emplyment Services & Recrds Team is able t assist Originatrs with any questins r cncerns that may arise while cmpleting the epafs. 2

8 Mdule 1: Human Resurces Basics Minimum Wage As f January 1 st, 2016 the State f Flrida Minimum Wage is $8.10/hr. All hurly emplyees must be paid $8.10/hr. r higher. Standard Hurs and FTE Standard hurs equals the hurs the emplyee wrks under the emplyment agreement. FTE is shrt fr the term "Full Time Equivalency." The FTE is the hurs wrked by the emplyee expressed as a decimal number. A Full Time Equivalent f 1.0 is equal t 40 hurs a week. Calculating Standard Hurs and FTE T calculate FTE frm Standard Hurs: Standard Hurs divided by 40 (Example: 20 hurs divided by 40 =.50 FTE) T calculate Standard Hurs frm FTE FTE multiplied by 40 (Example:.50 FTE multiplied by 40 = 20 Standard Hurs) Additinal resurces Academic Administratin: Graduate Studies website: Jbs with UCF website: My UCF Prtal: ORC website: ORC Cmpliance website: Human Resurces Website: Reginal Campus website: 3

9 Mdule 2: Types f Emplyees Administrative & Prfessinal (A&P) Emplyee Types and Paperwrk Requirements Guide Psitin that is exempt frm vertime Regular Visiting Interim Executive Service Assigned by the President Psitin that is exempt frm vertime Faculty (FAC) Psitin that is exempt frm vertime 12 Mnth Regular r Visiting 9 Mnth Regular r Visiting University Supprt Persnnel System (USPS) Brand New Line Emplyees Psitin that is either exempt r nn-exempt frm vertime Prbatinary Regular Time-Limited please see mre infrmatin regarding epafs in Mdule 9 Pst-Dctral Assciates (Pst-Dc) Cntracted emplyee that is eligible fr limited benefits Undergraduate Students (OPSSTU) Brand New OPS (Other Persnnel Services) Temprary jbs that are either subject t r exempt frm FICA taxes. Federal Wrk Study r Nn-Wrk Study Graduate Students (OPSGRD, 918#) 4

10 Temprary jbs that may have a specified end date. Cntracted ( ) with specified end date Hurly (OPSGRD) withut a specified end date OPS Nn-Students Hurly emplyees with a USPS Jb Cde Adjuncts OPSCG Jb Cde shuld be used fr all nn-student hires wrking n a C&G prject OPS t Line Emplyees Emplyees mving frm an OPS jb t a Line Psitin Student t Nn-Student Emplyees mving frm a student jb cde t a nn-student jb cde Internatinal emplyees ALL internatinal emplyees must be sent t UCF Glbal befre being hired. This includes any emplyee wh is NOT a U.S. citizen, naturalized citizen, r permanent resident. Such emplyees cannt begin wrk until an apprval is received frm the UCF Glbal UCF Glbal cmpletes ALL hiring paperwrk fr internatinal emplyees. Once the apprval and the hiring paperwrk are received, the epaf Originatr shuld create the hire epaf. An internatinal emplyee WILL have a wrk authrizatin end date and must g t UCF Glbal t update their wrk authrizatin. Rehires Emplyees wh previusly wrked at UCF and are being rehired int any type f psitin at UCF An emplyee is cnsidered a rehire if any f the fllwing apply: Emplyment ended less than 120 days / ne semester in the past. Emplyment ended mre than 120 days / ne semester BUT less than ne year ag. Have been separated frm the University fr mre than ne year. 5

11 Mdule 3: Hire Paperwrk, Part 1 This mdule will intrduce the UCF Payrll Sign-In dcuments that are required t be attached t the epaf. Cmmn errrs will als be addressed. Paperwrk Fr emplyees separated frm UCF fr less than ne semester, a rehire packet is nt required nly a hire epaf (and any agreement r cntract if applicable) is needed. A rehire packet (in additin t a hire epaf) must be submitted fr emplyees separated frm UCF fr ver ne semester (r 120 days). New hire paperwrk (in additin t a hire epaf) must be submitted t put all new UCF emplyees and all UCF emplyees wh have been separated frm UCF fr mre than 12 calendar mnths n active status. OPS t Line paperwrk (in additin t a hire epaf) must be submitted fr any current OPS emplyee being hired int a line psitin. If the emplyee was hired int the OPS psitin within the last 120 days nly the Orientatin Ntice and Agreement (if applicable) is needed. Student t Nn-Student paperwrk (in additin t a Edit Existing Jb epaf) is needed when students are n lnger in an active UCF degree prgram and are ging t remain an OPS hurly emplyee. Human Resurces Hiring Checklists See belw fr all the current Hiring Checklist links fr varius classificatins f emplyees. *If Applicable: The Hiring Checklists may indicate certain paperwrk as if applicable. This means that if yur particular hiring situatin requires the dcument(s), Human Resurces will als need the if applicable dcument(s) t apprve the Hire epaf. Full Hiring Dcument Checklist A&P and Faculty Adjunct Faculty Graduate Assistantship Internatinal/Nn-Resident Aliens Line t OPS Nn-Student OPS t Line Graduate Hurly Pst Dctral Assciate Rehiring an Emplyee Student t Nn-Student Undergraduate Students Nn-Students 6

12 Instructins n hw t crrectly amend an errr n a dcument: Crrectin tape is nt t be used n any dcuments in the hiring packet. If a crrectin is needed the apprpriate prcedure is this: The individual that made the errr must draw a single line thrugh each errr and initial the crrectin. The individual making the crrectin will then squeeze the crrect infrmatin abve the errr (within the same line). Please remember t check fr updated frms n a regular basis frm the Human Resurces r Prvst websites as relevant. UCF Sign-In Frms fr attachment t the epaf 3-in-1 Frm The 3-in-1 frm is cmprised f the State f Flrida Lyalty Oath, Public Officers Declaratin, the ntificatin f Scial Security Number cllectin and usage, and the UCF Regulatins and Plicies. The frm is ntarized by a ntary n the bttm quarter f the frm. This certificatin f the frm validates the lyalty ath. State f Flrida Lyalty Oath: Instructins n the accurate cmpletin f the 3-in-1 Frm: 1. The emplyee s name shuld be indicated as his r her legal name as it appears n the Scial Security Card. 2. Permanent Residents may crss thrugh and initial the wrd citizen and write resident. Internatinal emplyees may crss thrugh and initial the wrd citizen and write nn-resident. 3. The frm requires the emplyee s hme address cunty. A. A cmmn errr is entering USA r America. Public Officers Sectin: The emplyee is t select yes OR n 1. A cmmn errr is checking bth bxes. 2. If an emplyee checks that they d hld /have held such an ffice, refer t the Guideline n the frm. Ntificatin f Scial Security Number Cllectin and Usage: The emplyee must check this bx indicating that they have read and accepted the SSN cllectin and usage statement. UCF Regulatins and Plicies: 7

13 Emplyee t initial. 1. A cmmn errr is the line being left blank. 2. The emplyee shuld review the Regulatins and Plicies websites. Emplyee Signature Sectin: NOTICE: Emplyee is nt t enter infrmatin in this sectin until in the presence f a Ntary. 1. Emplyee prints their name and signs the dcument in the presence f a Ntary. 2. The Ntary is t cmplete the rest f this sectin. A. A cmmn errr is the emplyee enters the date the frm was cmpleted. B. A cmmn errr is the Ntary nt checking ne f the identificatin bxes. C. If the Ntary indicates that identificatin was prduced they must identify the type f identificatin. 3. The Ntary must affix their fficial stamp r seal t ntarize the dcument A. In Flrida, the stamp MUST be an ink stamp legibly shwing the Ntary's cmmissin number and expiratin date. B. If a Nn-Flrida ntary ntarizes the frm, their seal must adhere t their state s requirements Emplyee Acknwledgment This dcument infrms the emplyee f the prper prcedures t be fllwed in the event f a wrkplace injury. Instructins n the accurate cmpletin f the Emplyee Acknwledgment Frm: 1. The emplyee prints their name, signs and dates the dcument 2. The Emplyer Representative must als sign the frm. A. A cmmn errr is that the representative des nt sign the dcument. Retirement Status Ntificatin Frm All emplyees, regardless f age, MUST cmplete this frm. The Retirement Status Ntificatin Frm allws the emplyee t ntify the University f their Retiree Status. It als infrms the emplyee f the restrictins n their emplyment with the University if they are a stated class f retiree. The emplyee wuld use this frm t ntify UCF f any emplyment held within the last tw years. Instructins fr the accurate cmpletin f the Retirement Status Ntificatin Frm: 1. The emplyee enters their EmplID in the tp right f the frm. 2. Only ONE bx is t be checked by the emplyee in Sectin 2. A. A cmmn errr is t check bth bxes. T crrect this errr, please have the emplyee circle the crrect bx and initial. 8

14 Persnal Data Sheet As the name implies, the Persnal Data Sheet calls fr the emplyee s persnal bigraphical infrmatin. This dcument has many parts that MUST be cmpleted by the emplyee After initial hiring is cmplete, the emplyee is able t edit all infrmatin ther than a name change and marital status thrugh the emplyee self-service link n myucf. (If yur emplyee needs t make a name change r marital status change please have them cmplete this frm. Yu will submit it t the HR-Emplyment Services & Recrds Department alng with a cpy (made by yu) f their Scial Security Card shwing the name change). Instructins fr the accurate cmpletin f the Persnal Data Sheet Frm: 1. At the directin f Cmputer Services, the persnal address is t be entered n the Persnal Address line. It shuld be an address OTHER than r ther UCF-based The name MUST be the emplyee s name as it appears n their Scial Security Card. 3. Citizenship: The emplyee checks the bx fr their citizenship status. If native is nt the selectin made by the emplyee then the Citizenship Infrmatin shuld als be cmpleted (E.G. Citizenship Cuntry, Visa, Wrk Authrizatin Expiratin Date). 4. The emplyee must select their Ethnic grup(s). The emplyee must select either Nn-Hispanic r Hispanic in the Step 1 bx. The emplyee must then select their Ethnic grup(s) frm the Step 2 bx. Additinal infrmatin n the descriptin f each Ethnic grup can be fund n the secnd page that prints with the Persnal Data Sheet. 5. Flrida Statute 119: The emplyee wuld mst ften knw if they are a prtected class under the Flrida Statute 119. This sectin f the frm must be marked yes OR n. 6. If an emplyee has a relative that is emplyed by the University, they MUST ntify the University in this part f the frm. If the emplyee is wrking in the same department as the relative, BOTH must have an Emplyment f Relatives frm submitted as instructed in Mdule 4. Other Cmmn Issues With This Frm: 1. Hme address cannt be a mail bx, pst bx, r P.O. Bx. The emplyee may prvide the mail, pst, r P.O. Bx as their mailing address. 2. Emergency cntact infrmatin is nt cmpleted. 3. Frm is nt signed and/r dated. 9

15 Mdule 4: Hire Paperwrk, Part Tw Due t the sensitive infrmatin f the infrmatin submitted n the Direct Depsit and W-4 Frm they shuld nt be submitted thrugh epaf wrkflw. D nt attach these items t the epaf. The emplyee will receive an , as f their hire date and nce the Hire epaf lads t the system, t lg int myucf and cmplete their Direct Depsit and W-4 infrmatin. I-9 Frm The University f Central Flrida has mved t the use f Electrnic I-9 Frms. As an Originatr, yu may be respnsible fr cmpleting sign-in paperwrk fr emplyees, including the I-9 Frm. Prir t requesting access t the Electrnic I-9 Website, the I-9 Frm Training (Curse Name: REC001) and the Electrnic I-9 Security Access Frm must be successfully cmpleted. Please wait three t five business days after cmpletin t gain access t the Electrnic I-9 Website. Fr mre infrmatin, please cntact an Emplyment Services & Recrds Team Member in the Human Resurces Department. 10

16 Mre Frms Health Insurance Marketplace Frm UCF is required t furnish the Health Insurance Marketplace ntificatin {Frm OMB N } t all new emplyees in cmpliance with the Affrdable Care Act (ACA) amendment t the Fair Labr Standards Act. Accrdingly, the attached ntice prvides the fllwing infrmatin: Infrmatin n Health Insurance Marketplace - visit Infrmatin Abut Health Cverage Offered by the State f Flrida Cntact Infrmatin fr Peple First, SOF s third-party benefits administratr General questins regarding State f Flrida benefit ptins can be directed t Peple First, at r by visiting Questins regarding UCF s implementatin effrts fr the Affrdable Care Act (ACA) legislatin can be sent t healthcarecmpliance@ucf.edu. This dcument must be prvided t ALL new hires. It shuld nt be sent t HR. SSA The first three pages f this fur page dcument are t prvide an explanatin f the Effect f Plan Participatin n Scial Security Benefits when an emplyee is wrking in an hurly, OPS Nn-Student psitin, as an Adjunct, and as a Pst-Dctral Assciate. The frm is t be cmpleted by any emplyee wrking in an hurly OPS Nn-Student psitin, as an Adjunct, and as a Pst-Dctral Assciate (Students are nt required t cmplete this frm). The emplyee is t enter their name and EmplID at the tp f the frm (the furth page), then sign and date the bttm f the frm nce they have read the infrmatin n the page. If any f this infrmatin is nt entered the dcument is cnsidered invalid and will delay the cmpletin f the sign-in prcess. Backgrund Check Prcedures Sme emplyees being hired will need t have a backgrund check cmpleted befre they are ffered and begin wrking the jb. Please nte this currently applies t Faculty, A&P, Pst Dctral, USPS, OPS Nn-Student, Adjuncts, Graduate Cntracted and Graduate Hurly students. Please view the Backgrund Check Prcedures at the link abve. All Backgrund Check dcuments shuld be frwarded t Recruitment. Departments can submit the epaf/sign-in paperwrk nce the emplyee submits their infrmatin nline via Truescreen fr the backgrund check. Orientatin Ntice The rientatin ntice is cmpleted fr new emplyees being hired int a line psitin. It enrlls the emplyee int the New Emplyee Orientatin. The emplyee must als agree t several cnditins f emplyment. 11

17 Instructins n the accurate cmpletin f the Orientatin Ntice Frm: 1. This tp sectin is cmpleted by the hiring department. The rientatin schedule is every ther Friday, n the Fridays that emplyees are paid. 2. The center sectin f the frm is t be cmpleted by all new benefited emplyees. They must initial, sign, and date in the apprpriate areas. 3. The bttm sectin f the frm is t be cmpleted ONLY by the new A&P and Faculty emplyees. Emplyment f Relatives Frm An Emplyment f Relatives (ER) Frm is needed when an emplyee is wrking in the same department, unit, r cllege as a relative. Fr the purpses f this frm, a relative is anybdy related t an emplyee including (adpted, step-, grand-, half-, in-law, r great-), persns wh intend t marry r with whm the emplyee intends t frm a dmestic partnership r ther intimate relatinships. The emplyee CANNOT cmplete this frm; it MUST be cmpleted by the hiring department. Signature fr supervisr It has t be signed by ne ther persn (whmever is the Academic, Research, r Administrative Unit representative) An rganizatinal chart must be included which demnstrates the chain f cmmand fr bth individuals. If an ER frm is required then the hiring prcess is held until the frm is cmpleted and delivered t Human Resurces with all requisite signatures attached. HR will sign ff n the frm fr OPS hurly student emplyees, hurly nn-student emplyees, A&P, and USPS. Faculty Relatins will sign ff n the thers. If a relative already wrks fr the University and the new hire is related t the existing emplyee, ER frms must be cmpleted fr EACH emplyee. 12

18 Mdule 5: Agreements There are a number f agreements that will be required t cmplete the hiring prcess fr emplyees. Fr Students: The Graduate Cntract this dcument is managed by the Cllege f Graduate Studies. The hiring department is respnsible fr creating the Graduate Cntacts fr their emplyees. Fr A&P emplyees: The A&P Emplyment Agreement is generated during the recruitment apprval prcess. A&P hiring is managed by the Human Resurces Recruitment Department. Infrmatin related t this type f hire can be fund n the Managers & Liaisns Sectin f the Human Resurces website. Human Resurces is respnsible fr creating the agreements and prviding them t the hiring department fr signature. Fr Faculty: The Adjunct and Pst Dctral agreements are created by the department. The frms and hiring guides are lcated n the Prvst's website. The hiring department is respnsible fr creating these types f agreements fr their emplyees. The 9-Mnth and 12-Mnth Faculty agreements are managed by the Office f Academic Affairs. The hiring guides are lcated n the Prvst s website. Academic Affairs is respnsible fr creating these agreements and prviding them t the hiring department fr signature. 13

19 Mdule 6: Intrductin t epafs What is an epaf? epaf stands fr Electrnic Persnnel Actin Frm. epafs are a set f data entry frms used t initiate jb actins fr current and future emplyees. The apprval wrkflw begins after the frm is submitted by the Originatr. The epaf is intuitively ruted t the apprpriate Apprvers based upn the infrmatin included n the electrnic frm. Five Types f epaf Frms There are five types f epafs, which will be explained in depth in the fllwing. Hire an Emplyee epaf Frm The Hire epaf Frm is used t prcess hires, rehires, and transfers. Actins requested via the Hire epaf Frm may nt be mre than 90 days in the future. If tday is January 1 st, a Hire epaf cannt be made t hire smene starting July 1 st. Sme examples f when a Hire epaf Frm is used: yur department is hiring a new emplyee, yur department hires a current UCF emplyee that wrks in anther department, r yur department rehires a frmer Adjunct Faculty emplyee. Edit Existing Jb epaf Frm The Edit Existing Jb epaf Frm is used t prcess all jb actins fr emplyees within yur department. This means the emplyee is already n yur department s payrll. This eform will allw the Originatr t request mre than ne change t the jb recrd at the same time. Just like the Hire epaf Frm, actins may nt be mre than 90 days in the future. Sme examples f when an Edit Existing Jb epaf Frm is used: t request a pay rate change, funding department change, and/r, Full Time Equivalency (FTE) change. Less cmmn instances include requesting t reclassify a line emplyee, change a Hme Department Number, and request a Special Pay Increase. 14

20 Change Emplyment Status epaf Frm The Change Emplyment Status epaf Frm is used t prcess a change in emplyment status fr emplyees in yur department. Emplyees receiving regular pay checks have an Active Status with the University. Just like the ther eforms, actins may nt be mre than 90 days in the future. Sme examples when a Change Emplyment Status epaf Frm is used: t prcess a change f Leave (mving frm Paid t Unpaid), request a Return frm Leave f Absence, r submit a Terminatin fr an emplyee. Psitin Change epaf Frm The Psitin Change epaf Frm is used t request a brand new psitin number (after all assigned psitin numbers have been utilized), r update a vacant psitin. The final Apprver f this specific epaf is HR- Cmpensatin. All Psitin Descriptins and ther surce dcumentatin must be frwarded t HR- Cmpensatin. Just like the ther eforms, actins may nt be mre than 90 days in the future. Sme examples f items that culd be requested via the Psitin Change epaf Frm are the reclassificatin f a vacant 12M faculty psitin t a 9M faculty psitin r mving a vacant psitin frm ne hme department t anther hme department. Supplemental epaf Frm The Supplemental epaf Frm is used fr unusual actins that cannt be cmpleted n ne f the ther fur epaf frms. The Supplemental epaf Frm requires that all infrmatin be manually entered by the Originatr. Just like the ther eforms, actins may nt be mre than 90 days in the future. An example when a Supplemental epaf Frm wuld be used is in crrecting the hire date f an epaf that has received final apprval and has laded int PepleSft. Originatrs Upn the successful cmpletin f this curse and security access is granted yu will becme an Originatr. epaf Originatrs create epafs fr varius HR actins via the epaf Hme Page within the PepleSft system. The navigatin t the epaf Hme Page is as fllws: MyUCF > Staff Applicatins > Human Capital Management > Department Self Service > epaf Hme Page. On the epaf Hme Page there are several different actins that can be dne. Once an Originatr fficially submits an epaf, the eform mves thrugh the wrkflw t the Directr/Chair Apprver r the VP/Dean Apprver (if the department des nt have a Directr/Chair as it is an ptinal level). It must receive apprval befre mving n t the next level apprver. If an epaf needs t be crrected and has nt received final apprval by Emplyment Services & Recrds (r HR-Cmpensatin fr Psitin Changes), the epaf must be recycled t the Originatr fr crrectins t be made. After the crrectins are made, the eform can be resubmitted int the wrkflw fr apprval. As Originatrs, ntificatin s will be sent t the UCF address. These Wrkflw s will specify if the epaf has been apprved t the next level, recycled fr crrectin/withdrawal, r sent t the system. 15

21 Apprvers After the Originatr submits the epaf, it will flw t the apprpriate Apprver. Apprvers review the epaf t verify accuracy. The first Apprver after the epaf is submitted by the Originatr is the Directr/Chair f the department/cllege. This level is an ptinal apprval rle and nt all departments/clleges elect t have it active. The fficial Apprver fr the department/cllege is the VP/Dean Apprver. When the VP/Dean apprves the epaf, it will leave the department/cllege and mve nt the apprpriate Wrkflw Apprver(s). The epaf has the pprtunity t travel thrugh many different Wrkflw Apprvers. The infrmatin included n the epaf will determine t which f the Wrkflw Apprvers it will autmatically rute. The epaf may rute thrugh ne r several f the Wrkflw Apprvers. The Wrkflw Apprvers are: Cllege f Graduate Studies (Financial Assistance) Reginal Campuses Office f Research & Cmmercializatin (Cmpliance) Academic Affairs Administratin (Prvst) Human Resurces (Cmpensatin) Human Resurces (Emplyment Services & Recrds) Each Apprver has fur chices t select frm when reviewing an epaf. The first is Apprve, which will mve the epaf n t the next Wrkflw Apprver. The secnd is Deny, which will stp the epaf permanently and n further actin can be taken. If a crrectin must be made t the epaf, the Apprver can Recycle the epaf, which will send it back t the Originatr. The Originatr can then crrect and resubmit the epaf. The final ptin is Hld, which temprarily stps the prgressin f the epaf. The Apprver may be waiting fr mre infrmatin, paperwrk, r cnfirmatin. Wrkflw Apprvers: Business Prcesses The epaf will travel thugh different Wrkflw Apprvers based upn what infrmatin is included in the epaf. Each f the Wrkflw Apprvers has specific business prcesses (epaf requirements) that are accepted as standard. Each is briefly reviewed belw. Academic Affairs Administratin Academic Affairs prduces the new, summer, and cntinuing (fall) faculty agreements. Upn receiving an epaf, Academic Affairs Administratin creates faculty agreements (if applicable) and frwards them t the department fr the emplyee s signature. Cllege f Graduate Studies Cllege f Graduate Studies reviews and apprves all Graduate Cntract emplyees. All assistantship cntracts must be attached t the epaf by the department. Cllege f Graduate Studies enters graduate assistantships in 16

22 PepleSft Checklist Management. If the infrmatin n the epaf and the Graduate Cntract d nt match, Cllege f Graduate Studies will recycle the epaf fr crrectin. Reginal Campuses All epafs created frm Reginal Campuses must receive apprval by the Dean (r dean designee). Reginal Campus departments are t prvide curse numbers fr Adjuncts and GTAs in Cmments bx. Office f Research & Cmmercializatin Cmpliance The Office f Research & Cmmercializatin Cmpliance must review all epafs with Cntract & Grant (C&G) funding department(s). The C&G funding surce may be identified by the fifth (5th) digit f the eightdigit funding department number. Funding surces with a fifth digit f five (5) r higher will cause the epaf t autmatically rute thrugh ORC fr apprval. ORC will verify the C&G funding department(s) end date i.e. when the emplyee will be remved frm the prject. An additinal bx will ppulate within the epaf fr this date t be entered. Human Resurces Cmpensatin Human Resurces Cmpensatin reviews and apprves all Psitin Change epafs. Supprting dcuments fr this type f epaf must be attached via the Psitin Change epaf. Please d nt frward the hard cpy dcuments. Sme f the supprting dcumentatin departments wuld prvide t Cmpensatin includes psitin descriptins and applicatins as required fr psitin changes and pay rate increase requests (i.e. ut f cycle pay increase requests). The secnd type f epaf that Cmpensatin reviews are Edit Existing Jbs that invlve reclassificatin r Special Pay Increases f A&P and USPS emplyees. Departments must prvide justificatin fr reclassificatins, Special Pay Increases, etc. in the Cmments sectin f epafs. If additinal supprting dcuments are included, the files must be attached in the.pdf frmat. Human Resurces Emplyment Services & Recrds Human Resurces-Emplyment Services & Recrds is the final apprver fr all epafs except fr Psitin Change epafs. Departments/Clleges are respnsible fr cmpleting new emplyee sign-ins fr all emplyees. Departments/Clleges frward all hire packets, resignatin letters, cntracts, and ther surce dcuments accmpanying epaf(s) t HR-Emplyment Services & Recrds. Sme surce dcuments such as agreements, hire paperwrk (except fr the Direct Depsit and W-4 Frms), and resignatin letters may be scanned and attached t the epaf. All attachments MUST be in PDF frmat and fllw the attachment guidelines as instructed in Mdule 10. Emplyment Services & Recrds keeps a lg f all supprting dcuments that have been drpped ff r sent via interffice mail t Emplyment Services & Recrds, and the epaf Surce Dcuments Lg, is sent ut weekly. In rder t receive the epaf Surce Dcuments Lg please send an t recrds@ucf.edu requesting t be added as a recipient. General Tips The epaf system will allw nly ne (1) epaf t be created per emplyee recrd number at a time. Keep track f all epaf numbers alng with the frm type fr epafs created. One f the duties f an Originatr is t fllw up n all epafs created t ensure all epafs are apprved in a timely manner. Changes t current emplyee recrds shuld nt be made in the middle f a pay cycle. Examples f such items include requesting funding department/hme department number changes r pay plan changes (changing frm Hurly t Cntract; changing frm OPS t Staff, etc.). 17

23 Mdule 7: Types f epafs: Hire an Emplyee This mdule will demnstrate the uses and features f the epafs. The exercises included in this training guide fcus n the actins made by the Originatr. The exercise is perfrmed based n a general scenari, as many different scenaris are pssible, and is nly an example. Fr privacy reasns, certain infrmatin has been remved frm the example screenshts and replaced by generic field details. Please nte: One epaf frm can be used t prcess multiple HR actins at ne time. Hwever, nly ne epaf frm can be prcessed per emplyee/emplyee recrd number at a time. Fr example, if an epaf is pending fr an emplyee s recrd number 0, anther epaf fr recrd number 0 cannt begin until after the pending epaf is apprved r denied. Hire an Emplyee epaf The Hire an Emplyee epaf frm is used t initiate the prcessing f all new hires, transfers between departments, rehires, prmtins, and demtins. If the hire is an existing emplyee at UCF, but the emplyee is new t yur department, then the Hire an Emplyee frm is used. Fr emplyees new t UCF r new t yur department, the Hire epaf includes inputting the emplyee s persnal and cntact infrmatin. The emplyee s persnal and cntact infrmatin can be fund n the emplyee s Persnal Data Sheet, as part f the emplyee s New Hire Packet. Fr current UCF emplyees, sme fields will already be entered, and will need t be checked and/r changed fr updates. Departments must ensure that the name n the emplyee s Scial Security Card is what is entered n the Hire epaf, as the IRS requires that all emplyees be paid in the name as it appears n the Scial Security Card. 18

24 Hw t create a Hire epaf: Navigatin: Lg in t myucf>staff Applicatins>Human Capital Management>Main Menu>Department Self Service>ePAF HmePage>Start a new epaf>hire epaf 1. Fr all Hire an Emplyee epaf jb actins, Originatrs must first cnduct a search t verify if the emplyee exists in the PepleSft system. In rder t prevent the creatin f duplicate Emplyee ID Numbers (EmplIDs), either the EmplID r all fields with asterisks must be entered. The fields with asterisks include the emplyee s Scial Security Number, First Name, Last Name, and Date f Birth. 2.A. If the emplyee des nt exist in the PepleSft system, an Add buttn will appear. Click the Add buttn t begin entering their persnal infrmatin. 19

25 2.B. If the emplyee exists in the PepleSft system, results will appear in the Persn Results table at the bttm f the page (image example belw). i. Yu may see multiple rws fr the same emplyee (the EmplID are all the same) if the emplyee has been emplyed in multiple departments at the University (Rcd# s culd be 0, 4, 5, 6, 7, 8+, r 500). ii. Yu may als see multiple name matches. In this instance, check the EmplID and Date f Birth befre chsing an emplyee. Persn Results 20

26 Search Results Clumns In this table the Persn Results clumn names are explained. Search Results Icns In this table the Persn Results symbls are explained. Emplyee Jb Recrd Numbers In this table the Persn Results Rcd# s are explained. 3. Cntact Infrmatin: After chsing the emplyee r recrd number fr hiring, enter the emplyee s persnal infrmatin, lcated n the emplyee s Persnal Data Sheet. 21

27 4. Emergency Cntact: On the same page, enter the emplyee s emergency cntact infrmatin, lcated n the emplyee s Persnal Data Sheet, and click Next. 5. Identity Infrmatin: Enter the emplyee s identity infrmatin, lcated n the emplyee s Persnal Data Sheet. Mark whether emplyee will be receiving a UCF address. Yu have the ptin t: Save and Stp : Saves the emplyee s persnal infrmatin and issues an EmplID. Save and Next : Saves the emplyee s persnal infrmatin, issues an EmplID, and cntinues t the next page t begin hiring the emplyee. 6. Jb Infrmatin: After entering all f the emplyee s persnal infrmatin, yu will nw begin the hiring f the emplyee. Enter the date f hire in the Effective Date field. 22

28 Chse Psitin (psitins with a psitin number) r Nn-Psitin (OPS emplyees wh are nt issued a psitin number). Chse the apprpriate Emplyee Grup, Pay Grup, and Empl (emplyee) Class. Sme fields will default based n yur previus chices. Nte that an eform ID number has nw been assigned t the epaf and is lcated acrss frm the Effective Date. T cntinue t the next page, click Next. The first Hire epaf example will be hiring a Psitin (Line) Emplyee 7. Psitin Infrmatin: When chsing a psitin (line) emplyee, yu will enter the fllwing infrmatin: Enter the emplyee s psitin infrmatin. All psitin numbers are preceded by three zer s (000). Only pen psitin numbers within yur department will be available. Nte that the Jb Cde, Psitin Title, Shrt Title, Department, Lcatin Cde, Regular/Temprary, Reprts T (if applicable), Authrized FTE, Liability Dept, and Admin Cde fields are autmatically filled. Verify these against the Agreement r Cntract. Make any necessary changes if applicable. T cntinue t the next page, click "Next". 23

29 24

30 8. Psitin Cmpensatin: When chsing a psitin (line) emplyee, yu will enter the fllwing cmpensatin infrmatin: Enter the hurs the emplyee will wrk per week in the Standard Hurs field. Enter the annual rate f pay in the Cmpensatin Rate field. (NAANNL stands fr Nrth American Annual.) Enter the funding department in the Funding Department field, r click the magnifying glass next t the Funding Department field t chse the funding department(s) frm which the emplyee will be paid. If the emplyee is t be paid frm nly ne department, click the Primary bx and enter 100 in the Percentage f Distributin field. If the emplyee will be paid frm mre than ne accunt, use the + buttn t add additinal Funding Department fields. The ttal f all distributins must equal 100%, and ne department must be chsen as the primary department. Please nte that if yu enter a Cntract and Grant (C&G) funding department number, an End Date bx will appear fr yu t enter the date the emplyee is expected t be remved frm the grant. T cntinue t the next page, click Next. 25

31 The secnd Hire epaf example will be hiring a Nn-Psitin (OPS) Emplyee 9. Nn-Psitin Infrmatin: When chsing a nn-psitined (OPS) emplyee, yu will enter the fllwing infrmatin: Enter the Hme Department in the "Department" field. Nte that the Hme Department number is nt the Funding Department number, and nly the Hme Department(s) fr which yu have security rights will be available. The "Lcatin Cde" field defaults with the Hme Department selectin. Enter the jb cde in the "Jb Cde" field, r click the magnifying glass next t the "Jb Cde field t lk up a valid jb cde. The "Supervisr ID" is a required field. T cntinue t the next page, click "Next". 26

32 10. A. Nn-Psitin Cmpensatin Hurly: When chsing a nn-psitined (OPS) emplyee that is nt fixed bi-weekly, yu will enter the fllwing cmpensatin infrmatin: Enter the hurs the emplyee will wrk per week in the "Standard Hurs" field. Enter the hurly rate f pay in the "Cmpensatin Rate" field. (NAHRLY stands fr Nrth America Hurly.) Enter the funding department in the "Funding Department" field, r click the magnifying glass next t the "Funding Department" field t chse the funding department(s) frm which the emplyee will be paid. If the emplyee is t be paid frm nly ne department, click the "Primary" bx and enter "100" in the "Percentage f Distributin" field. If the emplyee will be paid frm mre than ne accunt, use the + buttn t add additinal Funding Department fields. The ttal f all distributins must equal 100%, and ne department must be chsen as the Primary Department. Please nte that if yu enter a Cntract and Grant (C&G) Funding Department number, an "End Date" bx will appear fr yu t enter the date the emplyee is expected t be remved frm the grant. T cntinue t the next page click "Next". 27

33 10. B. Nn-Psitin Cmpensatin Cntracted: When chsing a nn-psitined (OPS) emplyee that is fixed bi-weekly (Graduate Cntract/Adjunct/Dual Cmpensatin), yu will enter the fllwing cmpensatin infrmatin. Enter the begin date, end date, ttal salary, and FTE lcated n the cntract in the epaf Calculatr. The calculatr will autmatically default the standard hurs and cmpensatin rate based n the infrmatin inputted in the epaf Calculatr. Enter the Funding Department in the "Funding Department" field, r click the magnifying glass next t the "Funding Department" field t chse the Funding Department(s) frm which the emplyee will be paid. If the emplyee is t be paid frm nly ne department, click the "Primary" bx and enter "100" in the "Percentage f Distributin" field. If the emplyee will be paid frm mre than ne accunt, use the + buttn t add additinal Funding Department fields. The ttal f all distributins must equal 100%, and ne department must be chsen as the Primary Department. Please nte that if yu enter a Cntract and Grant (C&G) Funding Department number, an "End Date" bx will appear fr yu t enter the date the emplyee is expected t be remved frm the grant. T cntinue t the next page click "Next". 28

34 The fllwing steps apply t bth Nn-Psitin and Psitin Hire epafs. 11. Edit Existing Jb: Fr current emplyees, yu will be asked if the emplyee is leaving their current psitin fr the psitin in yur department. If s, check the bx next t Edit Existing Jb? t indicate that yu want t terminate the UCF jb listed. Nte that it s the Originatr s respnsibility t be in cntact with the emplyee s current department t ensure that the department is aware f the terminatin. Fr new emplyees, the Edit Existing Jb? bx will nt appear. 12. Finalize Frm: Befre submitting the epaf, please nte the fllwing: Attach any dcuments required. The Hire/Rehire paperwrk (excluding the Direct Depsit and W4 Frms) must be attached. Please review the Attachment Guidelines belw, befre attaching dcuments t ensure cmpliance. Include any cmments required. T submit the frm, click "Submit". 29

35 13. Submit this Frm?: Yu will be asked if yu wish t submit the frm. Click yes t submit the frm and send the epaf t the first Apprver. 14. Frm Finalized: Yu have successfully submitted the epaf and the epaf has been sent t the first Apprver. Make nte f the eform ID number and eform Type fr future reference r this page can be printed and kept in the emplyee s department file. It is ptinal t click the View this frm link after submitting, hwever it wuld be beneficial t review the frm t ensure all requests were entered accurately. FTE Calculatin: Teaching Adjuncts/Teaching Dual Cmpensatin. Fr emplyees in Teaching Adjunct Jb Cdes (9001A-9005) r Teaching Dual Cmpensatin Jb Cdes (9001X-9005X), a FTE Calculatr must be used t accurately calculate their FTE and standard hurs fr cmpliance with the Affrdable Care Act (ACA) reprting t the state f Flrida. HIRE epaf Instructins When submitting a HIRE epaf fr a teaching adjunct r teaching dual cmpensatin emplyees, the fllwing steps will need t be taken. 1) Obtain the emplyee s curse infrmatin, including credit hurs and number f sectins. 2) Input the infrmatin in the Teaching Adjunct/Teaching Dual Cmpensatin FTE Calculatr. 3) Take the result frm the PepleSft FTE field and input it in the Hire epaf. 30

36 4) A cpy f the Teaching Adjunct/Dual Cmpensatin FTE Calculatr des nt need t be submitted t HR. Hwever, we recmmend printing a cpy fr yur recrds. Fr additinal infrmatin, please see FTE Calculatin: Teaching Adjunct/Dual Cmpensatin. Emplyee NID Lk Up 24 hurs after the epaf has been submitted, the epaf Originatr can lk up the emplyees Netwrk Identificatin Number (NID). In PepleSft the Originatr wuld click: Main Menu: UCF CC Custm: NID Lkup. The EmplID number will be needed t search fr the emplyee. 31

37 Mdule 8: Types f epafs: Edit Existing Jb and Change Emplyment Status Edit Existing Jb and Change Emplyment Status epaf The fllwing demnstrates the uses and features f the Edit Existing Jb and Change Emplyment Status epaf frms. The exercises included in this training guide fcus n the actins made by the Originatr. The exercises are prefrmed based n a general scenari, as many different scenaris are pssible, and is nly an example. Fr privacy reasns, certain infrmatin has been remved frm the example screenshts and replaced by generic field details. Please nte: One epaf frm can be used t prcess multiple HR actins at ne time. Hwever, nly ne epaf frm can be prcessed per emplyee/emplyee recrd number at a time. Fr example, if an epaf is pending fr an emplyee s recrd number 0, anther epaf fr recrd number 0 cannt begin until after the pending epaf is apprved r denied. Edit Existing Jb epaf The Edit Existing Jb epaf frm is used t initiate all jb-related actins, including prmtins within yur department, changes in emplyee class, pay rate changes, and funding department changes. This frm can nly be used t make changes fr emplyees that are currently active in the department fr which yu have security rights. Please nte: One epaf frm can be used t prcess multiple HR actins at ne time. Hwever, nly ne epaf frm can be prcessed per emplyee/emplyee recrd number at a time. Fr example, if an epaf is pending fr an emplyee s recrd number 0, anther epaf fr recrd number 0 cannt be created until after the pending epaf is apprved r denied. Hw t create an Edit Existing Jb epaf: 32

38 Navigatin: Lg in t myucf>staff Applicatins>Human Capital Management>Main Menu>Department Self Service>ePAF HmePage>Start a new epaf>edit Existing Jb 1. Select an Emplyee: Nte that this search page is different frm the Hire an Emplyee epaf search page. Yu have the ptin f searching fr the emplyee by the EmplID, Emplyee Recrd Number (Empl Rcd Nbr), Name (First Name), Last Name, Department, and Emplyee Grup. All fields perfrm an exact match search based n the infrmatin yu enter. Click Search will request the system t search fr the emplyee. 2. Change Jb Data: Enter the effective date f the epaf in the Effective Date field. The effective date will default t the date that yu are creating the epaf. The accurate effective date must be entered. On this page, yu have the fllwing ptins t change: The emplyee grup The pay grup The empl (emplyee) class T cntinue t the next page, click "Next." 33

39 The first Edit Existing Jb epaf example will be a Nn-Psitin Emplyee 3. A. When editing the existing jb f a nn-psitined (OPS) emplyee, yu can change the fllwing infrmatin: The Hme Department. Nte that the Hme Department is nt the Funding Department. The Lcatin Cde will autmatically default with the Hme Department selectin. The Supervisr ID. T cntinue t the next page, click "Next." 3. B. Cmpensatin: When editing the existing jb f a nn-psitined (OPS) emplyee, yu can change the fllwing infrmatin: The Standard Hurs. The Hurly Rate. Fr fixed bi-weekly emplyees, the epaf Calculatr will nt appear as it des in a Hire epaf. Please use the epaf Hurly Rate Calculatr lcated n the Human Resurceswebsite t determine the new hurly rate. An example f epaf Hurly Rate Calculatr is belw. The Funding Department. T cntinue t the next page, click "Next." 34

40 epaf Hurly Rate Calculatr All emplyees hired via an Adjunct Agreement, Graduate Cntract, r Dual Cmpensatin will have an autmatic epaf Hurly Rate Calculatr pp up within the Hire epaf. Hwever, if there is a change t the agreement r cntract after the initial Hire epaf is authrized, an Edit Existing Jb epaf wuld be used. The Edit Existing Jb epaf des nt have the epaf Hurly Rate Calculatr feature. Therefre, Emplyment Services & Recrds has created the excel spreadsheet epaf Hurly Rate Calculatr. This epaf Hurly Rate Calculatr is used t calculate the hurly rate fr OPS cntracted emplyees when their salary is increasing r decreasing fr the current cntract. The file is lcated n the Human Resurces website at this link. epaf Hurly Rate Calculatr Example The emplyee being hired is a GRA with a cntract frm 08/20/ /13/12 fr a ttal salary f $5000 at 20 hrs/week. The hire epaf was prcessed and has already laded int the system; therefre n changes can be made t that epaf. The emplyee successfully passes a test and is awarded a $1000 salary increase retractive t 08/20/2012. The new cntract fr this emplyee is fr a ttal salary f $6000 at 20 hurs frm 8/20/12 thrugh 12/13/2012. As the Hire epaf was already prcessed, an Edit Existing Jb epaf wuld have t be created. The department wuld use the epaf calculatr t determine the new hurly rate. Based upn the calculatin in the epaf Hurly Rate Calculatr, the department wuld cmplete the Edit Existing Jb epaf t include the new hurly rate f $ (all decimals must be entered). The new Graduate Cntract must als be attached t the epaf fr verificatin f the increase. 35

41 The secnd Edit Existing Jb epaf example will be a Psitin Emplyee 7. A. When editing the existing jb f a psitin (line) emplyee, yu can change the fllwing infrmatin: The Psitin Number. Nte that, like n the Hire an Emplyee epaf, all f the remaining fields will autmatically default. If the Psitin Number is changing, verify that all the infrmatin matches the agreement. The Psitin Title is als knwn as the Functinal Title. If a change t the Psitin Title was apprved thrugh Cmpensatin, the Functinal Title must be entered every time an epaf is created fr the emplyee. The Reprts T field can be updated t a new Psitin Number dependent upn wh the psitin reprts t. The Reprts T field must match the ne listed n the Psitin Descriptin. The new Psitin Descriptin must be frwarded t Human Resurces Cmpensatin via . T cntinue t the next page, click Next. 8. B. Cmpensatin: When editing the existing jb f a psitin (line) emplyee, yu can change the fllwing infrmatin: The Standard Hurs The Annual Rate. The Funding Department. T cntinue t the next page, click Next. 36

42 5. Finalize Frm: Befre submitting the Edit Existing Jb epaf, please nte the fllwing: Attach any dcuments required. Please review the Attachment Guidelines in Mdule 10 befre attaching dcuments t ensure cmpliance. Include any cmments required. T submit the frm, click Submit. 6. Submit this Frm?: Yu will be asked if yu wish t submit the frm. Click yes t submit the frm and send the epaf t the first Apprver. 7. Frm Finalized: Yu have successfully submitted the epaf and the epaf has been sent t the first Apprver. Make nte f the eform ID number and eform Type fr future reference. It is ptinal t click View this frm link after submitting, hwever it wuld be beneficial t review the frm t ensure all requested changes were entered accurately. 37

43 epaf Prcessing Tips frm HR-Cmpensatin When prcessing an Edit Existing Jb epaf, please keep these tips in mind: Effective date The effective date shuld be future dated. Please allw sufficient time fr prcessing as it typically takes 10 business days frm the time the epaf is submitted t VP ffice fr apprval f the effective date. Shift Differential the effective date must be the date the shift ccurred. All thers the effective date must be the first date f a pay perid, fllwing the date the actin receives final apprval by HR Cmpensatin. Psitin Title als knwn as the Functinal Title. Changes t the Psitin Title must be apprved thrugh Cmpensatin. All epafs created after their apprval requires the Functinal Title be entered in the Psitin Title field. Psitin Reasn typical: Psitin Data Update, Reclass, Cnversin, etc Jb Reasn typical: Temprary Increase, Special Pay Increase, Shift Differential, etc. Lcatin Cde please verify this is crrect and update if necessary Reg/Temprary typically psitins are regular. Temp can be used if it meets the fllwing criteria Fr the duratin f a specific prject Used fr 8xxxx psitin numbers (fr verlap f a psitin with anther fr purpses f training r transitinal reassignment situatins) Reprts T please update as it shuld match the infrmatin n the Psitin Descriptin Admin Cde Depends upn if USPS r A&P USPS use 99 as there are n administrative functins A&P use apprpriate cde (ex. N1 Crdinatr, T1 Directr, etc) Attachments Must be attached in PDF frmat Cmments Please include justificatin fr psitin/jb reasn. Cmpensatin needs mre infrmatin than submitted. Other When submitting supprting dcuments, such as psitin descriptins, emplyment applicatins, agreements, etc, please nte which unit the dcuments shuld g t as well as the psitin number. Originatrs & Apprvers It is inapprpriate t submit r apprve actins fr neself. All departments shuld have at least ne backup Originatr and Apprver. Psitins cannt be established and filled n the same day. Pst Dc psitins must be established prir t submitting the Hire epaf President Hitt apprval is required n pay increases resulting in an emplyee s salary increasing by 15% r mre, unless the salary increases cme abut as a result f appintment fllwing an pen search, fr salary increases t direct reprts, and t anyne making mre than $150,000. New A&P Agreements will be issued ONLY in the fllwing situatins: PepleAdmin A&P On-Line Hires epafs invlving Any change in an IN-UNIT A&P psitin Change t a new pay plan (pay plan cnversin) ex. Reclass frm USPS t A&P r A&P t Executive Service Change in budget entity, invlves change in psitin # and agreement clause(s) ex. Psitin ging frm E&G t C&G r E&G t Lcal FTE change Demtin Break in service/emplyment ex. Emplyee returns t wrk after retirement 38

44 Change Emplyment Status epaf The Change Emplyment Status epaf frm is used t initiate a change in emplyment fr an emplyee currently active in the department fr which yu have security rights. Emplyment Status Changes include leave f absence, returning frm a leave f absence, shrt wrk break, returning frm a shrt wrk break, sabbaticals, and terminating an emplyee. Please nte that a resignatin letter r frm is required fr all line and OPS emplyees when the terminatin reasn f RES (Resignatin) is used. Fr additinal infrmatin, please see the terminatin checklist. Please nte: One epaf frm can be used t prcess multiple HR actins at ne time. Hwever, nly ne epaf frm can be prcessed per emplyee/emplyee recrd number at a time. Fr example, if an epaf is pending fr an emplyee s recrd number 0, anther epaf fr recrd number 0 cannt be created until after the pending epaf is apprved r denied. If this eform is being used t terminate an emplyee with the cding ineligible fr rehire that wuld flag the emplyee as unable t ever wrk fr the University in any capacity in the future. T use this classificatin f terminatin the fllwing steps must be cmpleted befre creating the epaf. If the emplyee is a Faculty, Pst Dc, r Adjunct emplyee, the Faculty Relatins ffice must be cntacted t review and apprve the use f ineligible fr rehire. If the emplyee is an A&P r USPS emplyee, Human Resurces Emplyee Relatins must be cntacted t review and apprve the use f ineligible fr rehire. If the emplyee is a student emplyee, the Office f Student Cnduct must be cntacted t review and apprve the use f ineligible fr rehire. If the emplyee is an OPS Nn-Student Hurly emplyee, the Human Resurces Emplyee Relatins fficer has agreed t review and apprve the use f ineligible fr rehire in these situatins. 39

45 Hw t create a Change Emplyment Status epaf: Navigatin: Lg in t myucf>staff Applicatins> Human Capital Management>Main Menu>Department Self Service>ePAF HmePage>Start a new epaf>change Emplyment Status 1. Select an Emplyee: Nte that this search page is different frm the Hire an Emplyee epaf search page. Yu have the ptin f searching fr the emplyee by the EmplID, Emplyee Recrd Number (Empl Rcd Nbr), Name (First Name), Last Name, Department, and Emplyee Grup. All fields perfrm an exact match search based n the infrmatin yu enter. 2. Enter Term/Leave/Retire Infrmatin: Only three actins are available n the Change Emplyment Status epaf: Enter the effective date in the Effective Date field. Fr Terminatins: Effective date is the date immediately fllwing the last date wrked. Fr Return frm Leave f Absence: Effective date is the date the emplyee returns t wrk. Enter the jb actin acrnym (three letters) in the Actin field, r click the magnifying glass next t the Actin field t chse the apprpriate jb actin. When chsing Terminatin, a Last Date Wrked field autmatically appears, and ppulates the day befre the effective date. Enter the Reasn acrnym (three letters) in the Reasn Cde field, r click the magnifying glass next t the Reasn Cde field t chse the apprpriate Reasn. If selecting the reasn cde f RES, a resignatin letter r frm MUST be attached t the epaf. Attach any dcuments required. Please review the Attachment Guidelines in Mdule 10 befre attaching dcuments t ensure cmpliance. Include any cmments required. T submit the frm, click Submit. 40

46 3. Submit this Frm?: Yu will be asked if yu wish t submit the frm. Click yes t submit the frm and send the epaf t the first Apprver. 4. Frm Finalized: Yu have successfully submitted the epaf and the epaf has been sent t the first Apprver. Make nte f the eform ID number and eform Type fr future reference. 41

47 Mdule 9: Types f epafs: Psitin Change and Supplemental epaf Examples Psitin Change and Supplemental This mdule will demnstrate the uses and features f the Psitin Change and Supplemental epaf frms. The exercise included in this training guide fcuses n the actins made by the Originatr. The exercise is prefrmed based n a general scenari, as many different scenaris are pssible, and is nly an example. Fr privacy reasns, certain infrmatin has been remved frm the example screenshts and replaced by generic field details. Please nte: One epaf frm can be used t prcess multiple HR actins at ne time. Hwever, nly ne epaf frm can be prcessed per emplyee/emplyee recrd number at a time. Fr example, if an epaf is pending fr an emplyee s recrd number 0, anther epaf fr recrd number 0 cannt begin until after the pending epaf is apprved r denied. Psitin Change epaf The Psitin Change epaf frm is used t change r update vacant psitins, r t request new psitin numbers. HR Cmpensatin is the final apprver fr these epafs. Hw t create a Psitin Change epaf: Navigatin: Lg in t myucf>staff Applicatins>Human Capital Management>Main Menu>Department Self Service>ePAF HmePage>Start a new epaf>psitin Change 42

48 1. Enter Psitin Change Details Enter the effective date in the "Effective Date" field. The effective date must be future dated and nt the same as the expected hire date. Enter the Psitin Number in the "Psitin Number" field, r click the magnifying glass next t the "Psitin Number" field t chse the apprpriate Psitin Number. Ntice that the "Emplyee Grup" and "Pay Grup" autmatically ppulate. T cntinue t the next page, click "Next." 2. Enter Psitin Infrmatin: Ntice that all fields are autmatically ppulated n this page based n the infrmatin entered n the previus page. All f the infrmatin can be changed, including Jb Cde, Psitin Title, Shrt Title, Lcatin Cde, Regular/Temprary, Reprts T, FTE, Liability Department, Full-Time Budget Rate, and Salary Admin Plan. (Hme) Department can nly be changed if the department is within yur scpe f respnsibility. T cntinue t the next page, click Next. The Lcatin Cde must match the actual lcatin f the Psitin. The Reprts T must match the mst current Psitin Descriptin. If this infrmatin is changing the new Psitin Descriptin must be attached t the epaf in PDF frmat. Always verify the Liability Number is accurate. The Full-Time Budget Rate is the psitin minimum. The emplyee may eventually be hired at a higher annual salary. 43

49 3. Finalize Frm: All apprpriate dcumentatin must be attached t the epaf in PDF frmat. This includes psitin descriptins, justificatins, etc. Include justificatin fr psitin/jb reasn in the cmments sectin. T submit the frm, click "Submit." 4. Submit this Frm?: Yu will be asked if yu wish t submit the frm. Click yes t submit the frm and send the epaf t the first apprver. 5. Frm Finalized: Yu have successfully submitted the epaf and the epaf has been sent t the first apprver. Make nte f the efrmid number fr future reference. It is ptinal t click the View this Frm link after submitting, hwever it wuld be beneficial t review the frm t ensure all requested changes were entered accurately. 44

50 epaf Prcessing Tips frm HR-Cmpensatin When prcessing a Psitin Change epaf please keep these tips in mind: Effective date The effective date shuld be future dated. Please allw sufficient time fr prcessing as it typically takes 10 business days frm the time the epaf is submitted t VP ffice fr apprval f the effective date. Shift Differential the effective date must be the date the shift ccurred. All thers the effective date must be the first date f a pay perid, fllwing the date the actin receives final apprval by HR Cmpensatin. Psitin Title als knwn as the Functinal Title. Changes t the Psitin Title must be apprved thrugh Cmpensatin. All epafs created after their apprval requires the Functinal Title be entered in the Psitin Title field. Psitin Reasn typical: Psitin Data Update, Reclass, Cnversin, etc Jb Reasn typical: Temprary Increase, Special Pay Increase, Shift Differential, etc Lcatin Cde please verify this is crrect and update if necessary Reg/Temprary typically psitins are regular. Temprary can be used if it meets the fllwing criteria Fr the duratin f a specific prject Used fr 8xxxx psitin numbers (fr verlap f a psitin with anther fr purpses f training r transitinal reassignment situatins) Reprts T please update as it shuld match the infrmatin n the Psitin Descriptin Admin Cde Depends upn if USPS r A&P USPS use 99 as there are n administrative functins A&P use apprpriate cde (ex. N1 Crdinatr, T1 Directr, etc) Attachments Must be attached in PDF frmat Cmments Please include justificatin fr psitin/jb reasn. Cmpensatin needs mre infrmatin than submitted. Other When submitting supprting dcuments, such as psitin descriptins, emplyment applicatins, agreements, etc, please nte which unit the dcuments shuld g t as well as the psitin #. Originatrs & Apprvers It is inapprpriate t submit r apprve actins fr neself. All departments shuld have at least ne backup Originatr and Apprver. Psitins cannt be established and filled n the same day. Pst Dc psitins must be established prir t submitting the Hire epaf President Hitt apprval is required n pay increases resulting in an emplyee's salary increasing by 15% r mre, unless the salary increases cme abut as a result f appintment fllwing an pen search, fr salary increases t direct reprts, and t anyne making mre than $150,000. New A&P Agreements will be issued ONLY in the fllwing situatins: PepleAdmin A&P On-Line Hires epafs invlving Any change in an IN-UNIT A&P psitin Change t a new pay plan (pay plan cnversin) ex. Reclass frm USPS t A&P r A&P t Executive Service Change in budget entity, invlves change in psitin # and agreement clause(s) ex. Psitin ging frm E&G t C&G r E&G t Lcal FTE change Demtin Break in service/emplyment ex. Emplyee returns t wrk after retirement 45

51 Supplemental epaf The Supplemental epaf frm is used fr the rare ccasins when an HR actin must be initiated that the previus efrms cannt accmmdate. Fr example, a crrectin t an epaf that was previusly submitted and apprved, and cannt be crrected by submitting an Edit Existing Jb epaf. Please nte: One epaf frm can be used t prcess multiple HR actins at ne time. Hwever, nly ne epaf frm can be prcessed per emplyee/emplyee recrd number at a time. Fr example, if an epaf is pending fr an emplyee s recrd number 0, anther epaf fr recrd number 0 cannt be created until after the pending epaf is apprved r denied. The Supplemental frm is used fr the rare ccasins when an HR actin must be initiated that the ther fur frms cannt accmmdate, and HR-Emplyment Services & Recrds manually keys the frm. If HR- Emplyment Services & Recrds receives a Supplemental frm that can be cmpleted n ne f the ther fur frms, the frm will be recycled back t the Originatr s the apprpriate frm can be cmpleted. The Supplemental eform is als used t request a yearly renewal fr USPS Time-Limited psitins and Pst Dctral emplyees. Hw t create a Supplemental epaf: Navigatin: Lg in t myucf>staff Applicatins>Human Capital Management>Main Menu>Department Self Service>ePAF HmePage>Start a new epaf>supplemental 1. Enter Emplyee and Jb Details: HR-Emplyment Services & Recrds manually keys all Supplemental epafs. Therefre, a Functin Descriptin bx is used fr Originatrs t explain exactly what jb actin is requested. Please be as specific and thrugh as pssible. Enter the effective date f the actin. Must be the date the actin is happening If Terminatin, the effective date must be the date immediately after the last date wrked. Enter the emplyee s ID number in the EmplID field Enter the Emplyee Recrd Number in the Empl Rcd field. Enter the Psitin Number, if applicable. Faculty, A&P, USPS Pst Dc 46

52 Enter the Jb Cde. All emplyee types Chse an epaf functin frm the Functin drp-dwn bx. In the Functin Descriptin bx, enter exactly what jb actin is being requested. Please be as specific and thrugh as pssible. Attach any dcuments required. Please review the Attachment Guidelines befre attaching dcuments t ensure cmpliance. Include any cmments required. T submit the frm, click Submit. 2. Submit this Frm?: Yu will be asked if yu wish t submit the frm. Click Yes t submit the frm and send the epaf t the first Apprver. 47

53 3. Frm Finalized: Yu have successfully submitted the epaf and the epaf has been sent t the first Apprver. Make nte f the eform ID number and eform Type fr future reference. When utilizing the View an epaf r View an Archived epaf, please nte the Supplemental epaf cannt be lcated withut the eform ID number. 48

54 Mdule 10: Attaching Dcuments t epafs Attachment Guidelines The epaf attachment feature was designed t prvide departments with the ability t attach selected supprting dcuments t epafs. This feature will reduce the prcessing time encuntered when certain supprting dcuments are required t apprve epafs. All dcuments must be attached in PDF frmat. Only the persn attaching the dcument t the epaf can remve the dcument. The fllwing is a list f frms that are required t be attached based n the epaf frm type: Hire epafs Agreements Graduate Assistantship Paperwrk (Teaching Qualificatins, Agreements, and Supplemental Assignment Frms) must be attached t epaf separately per Cllege f Graduate Studies. Hire/Rehire Sign-In Paperwrk excluding Direct Depsit and W-4 Frm. The Direct Depsit and W-4 Frm CANNOT be attached t the epaf. The emplyee will need t fax the dcuments t Emplyment Services & Recrds at Cpies f Scial Security Cards and Driver s Licenses are n lnger required t be submitted t Human Resurces as part f the sign-in paperwrk dcuments and CANNOT be attached t the epaf. File Name must be HR_HIRE_Emplid_Name (Please see next page fr additinal details) Example: HR_ HIRE_ _Smith Request fr Dual Cmpensatin Frms Jb Change epafs Agreements Graduate Assistantship Paperwrk (Teaching Qualificatins, Agreements, and Supplemental Assignment Frms) must be attached t epaf separately per Cllege f Graduate Studies. Organizatinal Chart (fr reclassificatins/cnversins/pay rate changes) Psitin Descriptins (fr reclassificatins/cnversins) Written Justificatins (fr reclassificatins/cnversins/pay rate changes) Change Emplyment Status epafs Resignatin Letter/Frm File Name must be HR_RESIGN_Emplid_Name Example: HR_RESIGN_ _Smith Supplemental epafs Supprting dcuments as listed abve Psitin Change epafs Psitin descriptins (fr reclassificatins/cnversins) 49

55 Guidelines fr Attaching Hire/Rehire Sign-In Paperwrk t epafs In an effrt t streamline and expedite the prcessing f Hire epafs, Emplyment Services & Recrds Hire/Rehire Sign-In Paperwrk (Excluding the Direct Depsit and W-4 Frm) must be attached t the Hire epaf. 1) Attach the Hire/Rehire Sign-In Paperwrk (Excluding the Direct Depsit and W-4 Frm) t the Hire epaf fr each emplyee in ne PDF file with the file name f HR_HIRE_Emplid_Name. (The wrd HIRE and HR must be in all caps) a. Example: HR_HIRE_ _Jvi 2) The Direct Depsit and W-4 Frm CANNOT be attached t the Hire epaf and must be faxed attentin t HR-Emplyment Services & Recrds at We ask that emplyees use the enclsed cver sheet fr faxing the Direct Depsit and W-4 Frms and check the apprpriate Emplyment Services & Recrds Pint f Cntact. Please nte that fr Graduate Assistantship Paperwrk, yu will still need t attach Graduate Assistantship paperwrk separately as instructed by Cllege f Graduate Studies. Cpies f Scial Security Cards/Driver Licenses are n lnger required t be sent t Human Resurces and SHOULD NOT be attached t the Hire epaf. Guidelines fr Attaching Resignatin Letter/Frm t epafs 1) Attach the resignatin letter r frm in PDF frmat with the file name f HR_RESIGN_Emplid_Name (The wrd RESIGN and HR must be in all caps) a. Example: HR_RESIGN_ _Jlie 50

56 Hw t Attach Dcuments t the epaf The epaf attachment was designed t prvide departments with the ability t attach supprting dcuments t the epaf. Please see the Attachment Guidelines, fr additinal infrmatin. Click n Add File Attachment. Click n Uplad. Click n the Brwse buttn and duble-click yur selected dcument. Click Uplad. The dcument has been upladed. If yu need t add mre attachments, click n Add File Attachment. If yu need t delete the attachment, click n the Delete buttn. 51

57 Mdule 11: Resubmit, Change, r Withdraw an epaf The Resubmit, Change, r Withdraw an epaf link allws Originatrs t make changes, resubmit, r withdraw an epaf that has been recycled back t them. Only epafs that have nt received final apprval, r have nt laded int PepleSft, will be accessible. In rder t resubmit, change, r withdraw an epaf, the frm must be recycled by the current Apprver that epaf is awaiting apprval frm. Originatrs shuld nt try t resubmit, change, r withdraw an epaf that is nt n their Wrklist. Once the epaf is n the Originatr s Wrklist, the frm can be resubmitted, changed, r withdrawn. It is suggested that all fields shuld be re-verified t ensure that all previusly marked changes are crrectly requested. 1. Chse the apprpriate epaf frm needing crrectin r withdrawal. Fr this example, an "Edit Existing Jb" epaf frm was chsen. 52

58 2. On the search page, yu have the ptin f searching fr the epaf by the efrm ID, Wrkflw Frm Status, EmplID, Name (First Name), r Last Name. If nne f the search values are knwn, clicking n the search buttn will return all the epafs within the chsen frm type that are available fr viewing. Only thse frms prcessed within the user s security rle will be available. 3. Jb Infrmatin: Nte that the frmat f the Resubmit, Change, r Withdraw an epaf is the same frmat as when creating an Edit Existing Jb epaf. All f the fields n this page can be updated if needed. T cntinue t the next page, click "Next". 53

59 4. Update Jb Infrmatin: All f the fields n this page can be updated if needed. T cntinue t the next page, click "Next". 5. Update Jb Cmpensatin: All f the fields n this page can be updated if needed. T cntinue t the next page, click "Next". 54

60 6. Finalize Frm: Attach any dcuments required. Please review the Attachment Guidelines befre attaching dcuments t ensure cmpliance. Include any cmments required. T place the epaf n hld, click "Hld". T resubmit the epaf and cntinue the epaf thrugh the Wrkflw, click "Resubmit". T withdraw the epaf, click "Withdraw" 7. When placing the epaf n hld, the epaf will stay n yur Wrklist until yu either resubmit r withdraw the epaf. When resubmitting r withdrawing an epaf, yu will be asked if yu wish t resubmit r withdraw the epaf. Click Yes. 8. Frm Finalized: Yu have successfully resubmitted r withdrawn the epaf. 55

61 Viewing epafs There are tw ptins t view epafs: View an epaf r Lk Up an Archived epaf. The View an epaf link will search fr epafs created within the last 30 days. The Lk Up an Archived epaf link will search fr epafs created 30 days ag and lder. The View an epaf and Lk Up an Archived epaf fllw the same frmat listed belw. After the Originatr submits an epaf, it is the Originatr s respnsibility t keep track f the epaf t ensure that the epaf is apprved in a timely manner. Viewing epafs allws Originatrs t see which Apprver has the epaf n their wrklist. If the Originatr finds the epaf has nt been apprved after a few days, the fllwing prcess can be cmpleted t find ut wh currently can access the epaf. The Originatr can ask them t either apprve the epaf r recycle it fr crrectins if needed. 1. Chse the apprpriate epaf frm. Fr this example, a Hire an Emplyee epaf frm was chsen. 56

62 2. On the search page, yu have the ptin f searching fr the epaf by the eform ID, Department, EmplID, Emplyee Recrd Number (Empl Rcd Nbr), Name (First Name), r Last Name. Remember when searching fr a Supplemental eform the nly search ptin is by eform ID. 3. Frm Cntents and Cmments: Once the apprpriate epaf is pened, t see the actins taken n the epaf, r t see wh currently has the epaf n their Wrklist, click Next. 4. Frm Histry: This page shws the Original Operatr (Originatr), the Last Operatr (Apprver), and the Next Apprver, alng with a lg f the different actins taken n the epaf. T see wh currently has the epaf n their Wrklist, click the Wh can wrk this frm? link. 57

63 5. Wh can wrk this frm? : This page shws wh currently has the epaf n their Wrklist. This can be nly ne persn r a list f peple, if yu have multiple Apprvers that share the same Wrklist. This page shws the name f the Apprver(s) and their address(es). 58