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 (revised Spring 2023)
- Department Mass Update and New Fiscal Year ePAF Processing from HR
- Flowchart to help determine When to initiate an Edit vs. New Hire ePAF (to be updated)
- Approved Faculty Job codes/Titles (to be updated)
- Faculty New Hire & Appointment ePAF Guide (revised 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 (revised 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 Leave ePAF information – coming soon!
- Faculty Sabbaticals ePAF information – coming soon!
- 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 (revised Spring 2023)
- Faculty Termination ePAF information – coming soon!
- Faculty Administrator ePAF information – coming soon!