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PAF System Support

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Personnel Action Form (PAF)

The PAF System is a web-based application that allows Preparers to create and submit Personnel Action Forms (PAF). A PAF is the form used to hire, terminate, transfer, increase or decrease salary, change labor distributions, pay special compensation, pay summer appointments or change any other part of an employee's assignment. The University's approval process is 100% automated. This enables the University to achieve the goal of processing personnel actions more accurately and efficiently.

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Approvers of PAFs will receive notifications via email and they will then be required to access e-Business Suite to approve the PAFs—same process as timecards. For more Information, view the Approving PAFs instructional handout.

Directors, Department Heads, Deans and Vice Presidents play a critical role in the approval process. Although the workflow is now automated, it is still a human process to approve/reject the PAFs; therefore, they are in control of PAF workflow timelines. To support their efforts, we are utilizing Oracle e-Business workflow so that PAFs can be approved/rejected from any computer or hand-held device with an Internet connection—processing PAFs "on-the-go"and "away-from-your-desk."

Benefits of the PAF System

  • 100% electronic approval.
  • Workflow is 100% automated, BUT allows the Preparer to add additional approvers and employees they want to receive notifications.
  • Ability to access the PAF at any time.
  • No lost paper forms.
  • Ability to track PAFs.
  • Reduction in processing time.
  • Increased security.

System Processes

  • Employing departments will be initiating Merit and P&S PAFs.
  • Departments employing and departments funding the employee will need to approve the PAF.
  • Each approver’s name in the routing process will be part of the "official" PAF—their approval signifies that they have agreed to all parts of the PAF.
  • There is an option to temporarily delegate the approval authority when an approver takes a vacation. Delegates will need to be at an administrative level.
  • If a PAF is rejected, it will go back to the Preparer and the workflow process will start over. To assist the Preparer, a rejection reason should be included within the notes section of the notification.
  • The workflow does not timeout.

System Support

PAF Announcements

  1. Sign up for a PAF Support Workshop.
  2. Special Compensation ANNOUNCEMENT: In 2011 a Special Compensation Internal Audit was conducted and one of the audit recommendations was to receive pre-approval from all approvers before the work began. To facilitate this process, a paper Special Compensation Form was designed and implemented. This significantly increased pre-approvals. However, with the use of paper forms it created other issues. In 2018, conversations began to discuss using the PAF system to obtain the pre-approvals. Therefore, eliminating a second form/system -- as long as we can continue to show PAFs are submitted in a timely manner and approvals are collected before the employee starts the work. To read what has changed, visit the Special Compensation (SPC) supporting web page.
  3. IT IS HERE! You now have access to a simple tool through the PAF System to submit TRM PAFs for Temporary (Adjunct) Faculty, Graduate Assistants and Externals. To learn more, visit the Termination-Assignment or Employment (TRM & TRM-TEMP) supporting web page.
  4. Ending Email and Google App Accounts for Terminated Employees. Previously, the University had implemented an “email for life” strategy, but this resulted in a number of unintended issues. Now when TRM PAFs are created the PAF Preparer will indicate when an ex-employee’s email and Google Apps account will be ended. We ask that you do not change the default setting unless the department is reducing the time and/or the supervisor has a valid business need to increase the time. To learn more, visit the End Email Access supporting web page.
  5. Faculty Bargaining Unit Determination Rules has been updated. These changes will primarily impact Temporary (Adjunct) Faculty.
  6. New Way to Search PAF Fields. You can now search for more than one value in many of the search fields on the PAF homepage and the Advanced Search Option web page. Carefully read the instructions within the PAF System.
  7. In Spring 2018, we have implemented a new feature on the Extra tab that displays most of the employee's past, present and future PAFs.
  8. To view detailed assignment data on employees, preparers and managers should use e-Business Suite (rather than the PAF System). For more information, view the "Getting Started Resources" below.

PAF Types

View the following to determine why and when the PAF types should be used:

New Appointment (NEW)

Federal regulations require all positions, temporary and non-temporary, that may be filled by someone not currently employed by UNI and that will last three days or more to be posted before filling the position. Some exceptions apply. For more information, please contact a HRS employment coordinator or email hrs-employment@uni.edu.

Change/Reappointment (CHG)

Termination (TRM & TRM-TEMP)

Special Compensation (SPC)

Summer Appointment (SMR)

Labor Distribution Change (LDC)

Education Degree Update (EDU)


Getting Started Resources


Essential Information for Preparers


Key University Policies


Contact Information

ContactEmail
Academic Positionpaf-academic@uni.edu
Budgetbudget-line@uni.edu
Faculty Support1st: Dean Assistant
 2nd: paf-academic@uni.edu
Foundationsharon.hannasch@uni.edu
Graduate Assistancelisa.steimel@uni.edu
Labor Distribution Assistancemichael.dunlop@uni.edu
Merit Positionmerit-employment@uni.edu
Office of Research & Sponsored Programspaf-grants@uni.edu
Payrolllinda.gruetzmacher@uni.edu
amy.stanbrough@uni.edu
P&S Positionps-employment@uni.edu
Technical Supportpaf-support@uni.edu

Definitions

  • PAF = Personnel Action Form
  • PAFV1 = PAF Version 1 (i.e., the "old" PAF System)

Quick Links to Field Help

Proxy Users

Effective Date

Org/Title Tab

Person Tab

Assign Info Tab

Assign Status Tab

Specific Tab

External Stipend Tab

LD Tab

Found Tab

Educ Tab

Terminate Tab

Spec Comp Tab

New Appt Tab (Summer Appointment Paf Only)

Summer Tab (Summer Appointment Paf Only)

Workflow Tab

History Tab

Appears after the PAF has been submitted by the preparer.

Initiate Termination for Temporary Faculty/Grad Assistants/External