ELECTRONIC PERSONNEL ACTION FORM (PAF)

PROCESSING TRAININGHuman Resources Department

March 28, 2017

Purpose & Advantages of the Electronic PAF

• To reduce the use of paper

• To speed up the processing time for PAFs

• To manage tracking of forms

• Alleviation of lost forms through the process

Parts of the System-Based Process

Colleague UI Form for Creating & Managing the Form - XPAF

WebAdvisor - Workflow for approving or denying the action

Fields shown with white background are maintainable, while fields with yellow backgrounds are inquiry only.

The XPAF form will prompt for Personnel LookUp. Enter the ID or use name look up to bring up the appropriate employee record.

1. After the name/ID lookup, you will get one of two prompts. If the employee has no existing PAFs in Colleague, you will be prompted to add one. Click “Y” to add one. 2. If the employee has no existing PAF, you will be prompted to look up prior action forms. Enter “…” or just ENTER to bring up the resolution form.

Select Action from the drop down box: Employment or Terminationthen the Type from the drop down menu for type.

For Employment actions only, select a Reason for the action.

For termination date only, enter the Termination date, Last working date, number of compensatory hours, and number of vacation hours remaining to be paid.

Select a Reason for termination, from the drop down menu. The Reason is required. You will get an error message if you attempt to save without a reason for termination.

Complete the remaining fields. For Extra Help, enter “E” If it’s for a concurrent employment, Type “Yes” in the Dual box. Select the department and division from the drop down menus. Type in the State Authorized Title. Select the status (part-time; full time) from the drop down menu. Select the tenure status from the Categ drop down menu. Enter the appointment per in Mths (12-month; 9-month for Regular employees or

number of months for extra help. Enter period of employment (From – To). Enter last salary, proposed salary, term and maximum to be earned during the period.

Enter the percent for each applicable category in the workload. Must total 100%.

APPROVAL SECTION

Enter the ID or use name look up for the required approvals for the form. The roles are shown to the right. Not all Roles will be required for all form. Those roles not required may be skipped.

Alt is for any designated alternate approval. Used if the designated approval is not available to approve in a timely manner. In this case, the alternate’s ID number will be entered and a “Y” is entered in the Alt box.

The funding section is exactly as the paper PAF. Enter the GL number(s), % charged to each GL number, dates salary is charged to the account numbers and dollar amount. The percentage must total 100. Enter any comments in the Comments box.

The initiator. ID is pre-populated with ID of the user who is logged in or prepared the form.

FORM STATUS

The value in this field drives the remainder of the approval process, so use caution here. When you are ready to begin the approval process, enter “I” (In Progress). Once you mark the PAF as “C” (Complete) or X (Cancelled), you cannot go back to it. Do not use the status of “D” (Denied). This status is reserved for APPROVERS on the WebAdvisor form.

Once you change the status to “I” – In Progress, you will be asked to verify that it is okay to notify the next approval. Click “Y” and save out of the form.

THE FIRST APPROVER WILL RECEIVE AN E-MAIL THAT WILL LOOK LIKE THIS:

Note: The word WebAdvisor in the email is a link that will take the approver to the website.

Once a PAF is in progress, you can still access it on XPAF, but the entire form will be inquiry only except the last two fields: Form Status and Remind Next Approver. You may use the Form Status field to change the status to cancelled, you will be asked if you would like to copy this PAF into a new one so that you can make any necessary adjustments and start the approval process over again.

For PAFs that are still in Progress, you can remind the next approver, if necessary, by entering “Y” in the Remind Next Approver field. XPAF will identify the next approver and ask you to verify that you want to send the reminder. Click “Y”.

The next approver will receive a past due notice by email that look similar to this one.

Once you click on the Personnel Action Forms Approvals link, you will see any PAFs awaiting your approval (whoever is the next approver in line). The employee ID will display.

If you have none, you will see this message.

If you have something to approve, click on the View button next to the first PAF to be approved. The form will display all the information that was entered on the XPAF in Colleague. Once it has been reviewed, click the Approve box and submit.

Once approved, WebAdvisor will return you the Personnel Action Form Approvals list so that you can access the new form to review.

If, after reviewing a form, you need to deny a form, clink the Denied box and enter a Denial Reason which is required for every denial. Click submit.

In Colleague, HR may access the XPAF form to view approval and/or denial dates.

????QUESTIONS????

Contacts:

• Gladys Benford 870-575-8405 benfordg@uapb.edu

• Cynthia Hunter 870-575-8863 hunterc@uapb.edu

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Thank you for your attentiveness, questions, and happy upcoming PAF season!