The University of Florida uses electronic Personnel Action Forms (ePAF) to support HR transactions for various employee types.
It is crucial to submit ePAFs well in advance of the effective date, preferably at least 10 days before.
If an ePAF is:
It may be sent back to the originator with instructions for required changes. Please note that turnaround times may be longer during busy seasons.
Use this ePAF when:
Please submit Hire ePAFs on or before the effective date but no earlier than 4 weeks prior to the effective date. Ensure all necessary documents are uploaded, and onboarding paperwork is completed before reaching Level 2 (Core HR Level).
Use this ePAF for job action changes for current employees.
The following are the most common job action changes:
Please submit Edit Existing Job ePAFs on or before the effective date but no earlier than 4 weeks prior. Ensure all necessary documents are uploaded. Do not attach identification or tax documentation.
Please use the Retro60 form to request approval to change an employee’s compensation and/or FTE in job data that would be retroactive 60 calendar days or more.
Resources:
Use this ePAF to submit a termination, retirement, leave of absence, or return from leave of absence for Faculty, Staff, and OPS (when applicable). Please submit Change Employment Status ePAFs on or before the effective date but no earlier than 60 days prior. Ensure all necessary documents are uploaded.
Resources:
Use this ePAF 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).
Submit Leave Cash-Out ePAFs no earlier than the Monday following the pay period in which the employee’s termination was effective.
Resources:
Use this ePAF as needed in accordance to Additional Payment Policy and Earning Code Guide. Submit Add Additional Pay ePAFs with an effective date within the current or a future pay period. Note that each date can only be used once per each Earnings Code.
Ensure all necessary documents are uploaded.
Resources:
Approval process for creating or updating a position:
Resources:
Use the checklist below for ePAFs that execute at Level One.
When submitting an ePAF for review, ensure that any required documentation for approval is scanned, uploaded, and labeled correctly. This is essential for it to be attached to the ePAF and labeled accurately in the employee’s electronic personnel file.