PeopleSoft is the University’s application software used to submit ePAFs (electronic personnel actions).
ePAFs will be submitted in order to initiate a new hire, to move an employee to a “leave” status, to end a temporary faculty assignment for which they are receiving compensation (such as a grant), and to terminate employment -- among other actions.
For faculty positions, the routing process and required documentation for ePAFs incorporates the necessary approvals for both the faculty appointment, as well as the faculty employment details (salary, FTE, start date, etc).
There are two types of roles in relation to faculty ePAFs -- ePAF Initiators and ePAF Approvers. Once an ePAF is submitted by the Initiator, it cannot be changed unless the Approver recycles the ePAF to Initiator (who makes any necessary corrections and then sends the ePAF through the approval process once again).
ePAF Initiators:
In order to submit a faculty ePAF, you must receive training from the Office for Faculty. To schedule a time for training please reach out to officeforfaculty@utah.edu.
Resources and instructions regarding the submission of faculty ePAFs are included below.
ePAF Approvers:
By approving the ePAF within PeopleSoft, each ePAF approver is verifying that everything on the ePAF has been inspected, and the ePAF is accurate and complete to the best of their knowledge.
ePAF approvers are encouraged to receive training, as well. Please reach out to officeforfaculty@utah.edu to schedule a time for training.
- General Information from HR regarding ePAFs can be found here
- HR’s ePAF Process Training Modules can be found here
- Faculty New Hire & Appointment ePAF Guide (updated Spring 2023)
- Department Mass Update and New Fiscal Year ePAF Processing from HR
- Faculty New Hire & Appointment ePAF Guide (updated Spring 2023)
- Faculty Contract Pay Information from HR
Required Documents for Faculty New Hire ePAFs:
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- Click here for the Chair-to-Dean Appointment Request Form that needs to be included as part of the ePAF when there isn’t a PRN through PeopleAdmin (where a PRN exists, this requirement is taken care of during the Hiring Proposal, instead)
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- Click here to access the Reference Attestation Form that needs to be included as part of the ePAF when there isn’t a PRN through PeopleAdmin (where a PRN exists, this form should be uploaded to the Hiring Proposal, instead)
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- A signed Offer Letter is required for each paid new faculty ePAF -- click here for sample draft offer letter language (updated Spring 2023)
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- For paid faculty positions above .50 FTE, documentation of a completed Background Check and Education Verification is required. For positions with a PRN the background check + education verification will be requested as part of the Hiring Proposal. For positions without a PRN, you can click here to initiate the background check/education verification through HR. Results of the background check + education verification will need to be included in the hire ePAF.
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Faculty Moving Allowance Process
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- Moving Allowances are typically paid after a new employee's start date. You can find the form on HR's website here. If you need to have a Moving Allowance paid out early, please contact the Office for Faculty.
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- Faculty Summer Pay ePAF Information from HR
Faculty Parental Leave:
- For leaves that will have supplemented pay, Absence Management will initiate an ePAF to move the faculty member to a “paid leave” status during the duration of the leave.
- For leaves that will have reduced pay (no supplement), the department will initiate an ePAF to decrease the faculty member’s FTE in proportion to their pay reduction, AND Absence Management will initiate a separate ePAF to move the faculty member to a “paid leave” status during the duration of the leave.
- FTE may be translated between “contract terms” and equivalent “annual terms” as necessary.
- This will not affect eligibility for benefits but may mean that the process to receive those benefits will be different. Please reach out to the Office for Faculty for questions about tuition reduction or a sick/vacation time accrual during faculty parental leave.
Unpaid Leave of Absence:
- The department will initiate an ePAF to move the faculty member to an “unpaid leave” status during the length of the leave.
- The base salary will remain in the system, but the faculty member won’t receive compensation due to their “unpaid leave” status.
- FTE will remain at the level it was prior to the leave, although it may be translated between “contract terms” and equivalent “annual terms” as necessary.
- Faculty may continue to receive and accrue benefits while on a leave of absence “except that payments for insurance premiums and retirement contributions that are related to an employee’s compensation are based upon actual payments made by the university during the period of the leave.” (Rule 6-314C) Faculty may contact Absence Management to make payment arrangements to maintain full insurance benefits during the leave period.
Unpaid Leave of Absence Using Accruals – FMLA:
- Absence Management will initiate an ePAF to place the faculty member on FMLA.
- FTE will remain at the level it was prior to the leave, although it may be translated between “contract terms” and equivalent “annual terms” as necessary.
- If the faculty member has enough sick/vacation/personal preference accruals to cover the period of the leave, the faculty member will not see any reduction in their pay – although their accruals will be deducted accordingly. Once all accrued time is exhausted, the leave will become unpaid.
- Faculty may continue to receive and accrue benefits, “except that payments for insurance premiums and retirement contributions that are related to an employee’s compensation are based upon actual payments made by the university during the period of the leave.” (Rule 6-314C) Faculty may contact Absence Management to make payment arrangements to maintain full insurance benefits during the leave period.
- If FMLA is approved, department must continue to pay the employer portion of the benefits cost.
Partially Paid Leave of Absence:
- Department will initiate an ePAF to adjust the faculty member’s pay and FTE as applicable. The FTE will be decreased in proportion to the pay reduction in order to keep ABA consistent and may be translated between “contract terms” and “annual terms” as necessary.
- Absence Management will initiate a separate ePAF to move the faculty member to a “paid leave” status during the length of the leave.
- If FTE is reduced to above 56 (annual terms), the reduction will not impact eligibility for benefits but may mean that the process to receive those benefits will be different. Please reach out to the Office for Faculty for questions about tuition reduction or sick/vacation time accrual during sabbaticals.
- If FTE is reduced to below 56 (annual terms), the reduction may impact eligibility for certain benefits (such as tuition reduction or accruing sick/vacation time).
- Faculty may continue to receive and accrue benefits, “except that payments for insurance premiums and retirement contributions that are related to an employee’s compensation are based upon actual payments made by the university during the period of the leave.” (Rule 6-314C) Faculty may contact Absence Management to make payment arrangements to maintain full insurance benefits during the leave period.
Paid Leave of Absence / Administrator Leave:
- Department will initiate an ePAF to move the faculty member to a “paid leave” status. The FTE will remain at the level it was prior to the leave, although it may be translated between “contract terms” and equivalent “annual terms” as necessary.
- As this is a fully paid leave of absence, benefits will not be impacted.
Faculty members who have been approved for a sabbatical will need to fill out and submit the Awarded Sabbatical Compensation Summary form to the department (i.e. to the admin responsible for ePAFs) by May 31st. Those faculty members taking a deferred sabbatical will also need to fill out and submit an updated compensation summary form.
The department will initiate two separate ePAFs for each faculty member.
- The first ePAF will change the salary for the entire fiscal year. FTE will be decreased in proportion to the pay reduction in order to keep ABA consistent and may be translated between “contract terms” and “annual terms” as necessary.
- If FTE is reduced to above 56 (annual terms), the reduction will not impact eligibility for benefits but may mean that the process to receive those benefits will be different. Please reach out to the Office for Faculty for questions about tuition reduction or sick/vacation time accrual during sabbaticals.
- If FTE is reduced to below 56 (annual terms), the reduction may impact eligibility for certain benefits (such as tuition reduction or accruing sick/vacation time).
- Faculty may continue to receive and accrue benefits, “except that payments for insurance premiums and retirement contributions that are related to an employee’s compensation are based upon actual payments made by the university during the period of the leave.” Faculty may contact Absence Management to make payment arrangements to maintain full insurance benefits during the leave period.
- The second ePAF will move the faculty member to a “paid leave status” during the length of the sabbatical.
- Faculty Promotions for Tenure-line and Career-line Faculty ePAF information – coming soon!
**Departments should not initiate Retirement ePAFs –the HR Retirements Team will collect the required information/paperwork and initiate the Retirement ePAF.**
HR Representative for Faculty Retirements:
retiree@utah.edu
- For information on Faculty Emeritus ePAFs – please click here (updated Spring 2023)