The University of Florida ePAF System
The University of Florida uses electronic Personnel Action Forms (ePAF) to support HR transactions for various employee types.
Timely Submission
It is crucial to submit ePAFs well in advance of the effective date, preferably at least 10 days before.
If an ePAF is:
- Completed or submitted incorrectly
- Necessary documentation is not attached or is completed improperly
- GatorStart is not completed by a new hire
- Submitted prior to 90 days for the job action type
It may be sent back to the originator with instructions for required changes. Please note that turnaround times may be longer during busy seasons.
Types of ePAFs
Use this 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
- Please use the Decision Tree (.docx)to determine whether a hire is eligible for transfer
Please submit Hire ePAFs on or before the effective date, preferably at least 10 days in advance, but no more than 90 days before the effective date. *A GatorStart packet expires after 60 days so the employee needs to complete in that time frame.* 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:
- FTE
- Salary
- Supervisor ID
Please submit Edit Existing Job ePAFs at the beginning of the applicable pay period or up to one pay period in advance and avoid submitting months early to reduce the need for job data corrections. If an earlier submission is necessary (e.g., before Short Work Break rows are loaded), coordinate with HR in advance. Ensure all necessary documents are uploaded. If applicable, upload identification and tax documentation for Tax Services to review.
Please use the Retro60 (.docx) 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 the termination ePAF as soon as possible, but no later than three business days before the effective date. All affiliations, security roles, and system access must be removed by the employee’s last day.
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 (.docx). 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:
- TEAMS and Faculty, New/Update position ePAFs are approved by Classification and Compensation.
Please submit at the beginning of the applicable pay period or up to one pay period in advance. Avoid submitting months early to reduce the need for job data corrections. If an earlier submission is necessary (e.g., before Short Work Break rows are loaded), coordinate with HR in advance
Resources:
There are many ePAF types that do not route to UFHR and execute at your level. As a Level 1 Approver, it is important to ensure job actions are thoroughly reviewed prior to approving.
For a comprehensive list of ePAF types that execute at Level 1 as well as helpful reminders, please see the following checklist:
Electronic Document Management (EDM)
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.